Administrative Coordinator

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POSITION SUMMARY

Under the direction of the Associate Director, provides administrative and secretarial support for Dialogue McGill’s three programs (https://www.mcgill.ca/dialoguemcgill/ ). Participates in ensuring the smooth functioning of the unit’s operations.

MAJOR DUTIES AND RESPONSIBILITIES

• Acts as resource person regarding the unit’s policies and procedures. Consults relevant documentation and liases with appropriate resource people to obtain and provide information on diverse and complext issues.
• Collaborates with Associate Director and Project Leads on establishing work priorities. Follows up on and ensures appropriate implementation of decisions.
• Updates, prepares and coordinates publication of documents such as brochures, handbooks, and funding calls.
• Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos.
• Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
• Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liases with computer resources persons as required.
• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.
• The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

OTHER QUALIFYING SKILLS AND/OR ABILITIES:

• Excellent communication skills in English and French, spoken and written
• Qualtrics and basic website design experience are assets
• Excellent organizational and interpersonal skills
• Competency with computer programs, including Microsoft Suite and Adobe Pro
• Comfortable learning and using digital and social platforms
• Knowledge of McGill University’s administrative and financial policies, procedures, and systems an asset

*Possibility of extension pending grant renewal. For more information on Dialogue McGill (2004-present): https://www.mcgill.ca/dialoguemcgill/ *

Minimum Education and Experience:

DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:

(MUNACA Level 09J) $23.17 – $31.97

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director, Dialogue Projects

Position End Date (If applicable):

2023-03-20

Deadline to Apply:

2022-09-21

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca .