Secretary - 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.

Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission.

Responds to general and student enquiries regarding area's policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.

Major Duties and Responsibilities:

Completes and files forms related to the general administration of the unit. Verifies accuracy and completeness of information on accounting, administrative and student affairs documents and makes necessary corrections. In performing these functions, works within clearly defined procedures, providing assistance as required to those responsible for student affairs or administrative affairs.
Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area's policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.
Processes purchase orders, cheque requisitions, travel advances, expense reports, and handles petty cash. Maintains photocopiers, distributes photocopy codes, and allocates charges. Arranges for printing services, and repair or servicing of office equipment.
Assists in ensuring the smooth functioning of special events such as symposia, conferences, exhibits, and special clinics. Takes reservations and appointments, collects registration fees, ad answers general enquiries.
Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.
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.

Qualifying Skills and Abilities:

Demonstrated ability to prioritize, multitask and meet strict deadlines.
Demonstrated ability to clearly receive, retain and transmit information.
Accuracy and attention to detail.
Proven ability to work autonomously and as a member of a team.
Demonstrated ability to take initiative and problemsolve.
Customer focused with a proven ability to communicate clearly and effectively with a varied clientele in a clientcentered environment, maintaining a professional tone and manner in both verbal and written communication.
Demonstrated ability to provide support for various administrative activities, including organizing events, and maintaining different inventories. Meticulous in documenting followup actions regarding ongoing files.
Demonstrated English and French written and oral communications skills.
At ease in a PC environment using MS Word, Excel, PowerPoint, Adobe Acrobat, Outlook, Minerva.

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.