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 & Responsibilities:
Acts as resource person regarding the unit's policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
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.
Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
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.
Education & Experience:
DEP (Secretarial/Office Systems)
Four (4) years related experience
Other Qualifying Skills And/Or Abilities:
Demonstrated ability to schedule and plan with rigorous attention to detail. Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels. Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Demonstrated ability to answer calls with professionalism and tact while dealing patiently and calmly with clients who are anxious. Proven ability to delivery proactive customer service by active and empathetic listening to all clients and by ensuring that all clients are dealt with using a client-centred and solution-focused approach. Ability to assist with room bookings, event logistics and planning. Proven ability to work both autonomously and as a member of a team. Demonstrated ability to take initiative, problem-solve and organize work within area of responsibility. Familiarity with Student Services, student-facing and student support units is a definite asset. Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines. Proven discretion in dealing with confidential information. Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, Excel and Outlook. English, spoken and written. French, spoken and written.
Events Supervisor (ER)
$23.17 - $31.97
Hours Per Week:
Overtime may be required and vacation restrictions apply during peak period
Friday, April 30, 2021
How To Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Student Services at staffing.s2 [at] mcgill.ca.
The deadline to apply for this position is March 3, 2020 at 5:00 PM.
- Current employees: please indicate your McGill ID number in your application.*
We thank all applicants for their interest in McGill University. However, Student Services will only contact applicants selected for an interview.
The masculine is used to lighten the text, without prejudice to the feminine form.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for unionized positions or according to the personnel policies for non-unionized position.
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, firstname.lastname@example.org or 514-398-3711.