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Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.
MAJOR DUTIES AND RESPONSIBILITIES:
Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor
Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. 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. Signs certain documents.
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.
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 liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
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
Client-focused and service oriented with a high level of tact, confidentiality, diplomacy, and professionalism. Demonstrated ability to clearly transmit and receive information as well as listen and assist staff and students with problems. Knowledge of basic accounting principles. Demonstrated organizational and prioritization skills and ability to multi-task and meet deadlines. Attention to detail. Ability to work autonomously and as part of a team. Proven ability to draft, proofread and edit correspondence or documents using appropriate spelling, grammar and punctuation. Demonstrated experience with event coordination and scheduling of meetings. Demonstrated experience in minute taking. Ability to work in a PC environment using word-processing, databases, spreadsheets, presentation software, web applications and social media. Knowledge of Banner, Minerva and Drupal. English and French (spoken and written). Work schedule: 2 days/week
Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.
Minimum Education and Experience:
DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies
(MUNACA Level F) $29.42 – $36.46
Hours per Week:
13.5 (Part time)
Position End Date (If applicable):
Deadline to Apply:
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, [email protected] .
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