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:

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.
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.
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. Sells some items such as course notes and maintains cash box.

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:
Experience being responsible for a busy executive agenda.

Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients and deal effectively and diplomatically in sensitive situations.

Effective communication skills with the ability to clearly transmit and receive information. Demonstrated initiative, organizational skills and excellent attention to detail. Demonstrated ability to resolve problems. Experience in organizing meetings, events and taking accurate notes is a must. Proven ability to prioritize and multi-task to meet deadlines. Proven flexibility to adapt to frequent changes and demands. Proven ability to work in a fast-paced environment. Demonstrated ability to work independently and as part of a team. At ease working in a PC environment using Word, Excel, PowerPoint, and databases and online meeting platforms. Experience with website design and social media updates an asset.

Fluently bilingual:
English and French (spoken & written)