Under the direction of the Academic Affairs Officer, the Administrative Coordinator provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit's operations. Acts as resource person for policies and procedures. Assists in the organization of unit activities. Responsible for documents and files of the unit.
Duties and Responsibilities:
Ensure that the administrative and technical support of the unit meets or exceeds established quality standards.
Coordinate, implement and maintain the administrative processes of the unit in accordance with University policies and procedures
Prepare confidential correspondence. Schedule meetings, prepare agenda, take minutes and follow up on action required. Organize supervisor’s agenda according to priorities. Coordinate the organization of meetings, training workshops, conferences and seminars.
Acts as resource person regarding the unit's policies and procedures. Resolves complex 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.
Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow.
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.
Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
Education and Experience:
Five (5) years' related experience
Other Qualifying Skills and Abilities:
Client-focused and service oriented with a high level of tact, confidentiality, diplomacy, and professionalism. Demonstrated, problem solving and organizational skills. Demonstrated ability to manage multiple activities with meticulous attention to detail and accuracy. Demonstrated experience in handling multiple agendas and interacting with high-profile external and internal clients. Demonstrated experience scheduling meetings and small events. Ability to multi-task and meet deadlines. Demonstrated strong written and verbal English and French communication skills. Ability to draft, proofread and edit documents using appropriate spelling, grammar and punctuation. Ability to clearly transmit and receive information to others. Demonstrated experience in minute taking. Knowledge of basic accounting principles. Intermediate level Microsoft Word, and Excel, and PowerPoint. Knowledge of Adobe Acrobat, Banner, Minerva and Drupal is preferred. Selected candidates will be asked to perform skills testing.
Testing will be administered.
How to Apply:
Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now
Click on “APPLY NOW” and clearly indicate the reference number.
The deadline to apply for this position is January 23, 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, the Faculty of Medicine 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 positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.
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 [at] mcgill.ca or 514-398-3711.
Faculty of Medicine
Academic Affairs Office
(Grade 01) $38,800 - $48,600 (midpoint) - $58,400
Until August 31st 2020
Academic Affairs Officer
Friday, January 10, 2020