Administrative Assistant - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:

Under direction of the immediate supervisor, Senior Director of Operations, the incumbent provides administrative, coordination, and organizational support of the daily activities within the Operations unit and to the unit Directors.

The incumbent is responsible for the Sr.

Director's agenda, the coordination, planning and scheduling meetings & tracking key dates, creating and managing documentation, tracking performance metrics, maintains computerized information systems, including storage and archiving and acts as a resource person for polices and procedures.

Primary Responsibilities:

Supervise the distribution and follow up of work assignments for the administrative team in Operations and communicates and monitors the implantation of directives with a focus on optimizing and standardizing processes with the objective of creating efficiencies within the unit. Recommends procedural changes to enable unit to function more effectively.
Administer and delegate requests to administrative team and departmental contributors. Collect and reconcile information in order to prepare and manage responses and follow ups.
Maintain and organize the Senior Director's agenda. Organizes, coordinates and schedules meetings and activities and proactively prepares the pertinent information, documents, agendas, media and equipment required for meetings.
Performs research and analysis leading to the compilation and preparation of Operations' various dossiers including dashboards, presentations, summary reports, draft projects & proposals, legal files). Consolidates, prepares and maintains budget information & submissions and departmental and governmental reports and letters.
Compile, maintain and follow up on administrative documents requiring multiple levels of approval. Maintain and develop guides and tools to ensure Direction's employees learn and follow established Department and University controls, policies and guidelines.
Support projects/programs managed by the Senior Director requiring research, writing, proofreading (translation when required), and followup. As needed, fills various forms, requisitions, prepares contracts and other purchasing related documents. Prepare agendas and report minutes. Compose on behalf of the Senior Director; disseminate executive letters, reports, detailed procedural instructions and other documents.
Monitor and reconcile accounts; including assisting with the preparation of reports and statements financial statements (vendor statements, expense reports statements, etc) for the 15 to 20 operations accounts. Approve expenditures within established guidelines. Prepares budgets or budget proposals including developing a control to ensure there is sufficient budget in an account prior to tender.
Compile relevant policies for the purpose of raising awareness and support in order to ensure implementation. Provide support to Directors and administrative team to improve efficiency regarding unit procedures.
Work closely and collaboratively with the Administrative staff of the Associate Vice Principal, Senior Directors and Directors and Managers of Facilities Management. Provide support during vacations and other absences. Create and maintain tracking tools for vacations, personal time, banked time and absences.
Maintain computerized information systems (CMMS, Meridian, MMP, Microsoft office, shared folders, OneDrive, etc) including storage and archiving. Acts as a resource person to these systems.
Liase regularly with senior management and internal units (Legal, Procurement, Finance, Communications, IT etc.) and external resources (governments, cities, suppliers, etc.).

Other Qualifying Skills and/or Abilities Minimum Education and Experience: