Administrative Coordinator - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:
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:

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.
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.
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 supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
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 followup.
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.
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:
Demonstrated interpersonal, listening, as well as verbal and written communication skills in both French and English. Demonstrated ability to provide support for various administrative activities. Experience processing expense reports, an asset. Proven ability to work autonomously and as a member of a team.

Demonstrated ability to take initiative, problem-solve and organize work.

Knowledge of French and English:_ _McGill University is an Englishlanguage 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 04._
Minimum Education and Experience:
DEP
Office Systems 4 Years Related Experience / DEP
Secretarial Studies

Hourly Salary:
(MUNACA Level F) $ $36.46