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.

University Advancement (UA) promotes McGill to its global community and to the public, engaging alumni, volunteers and friends of the University, and building on McGill's record of fundraising success in support of University priorities.

By joining UA, you can be part of a dynamic, exciting and growing team of professionals that is making an extraordinary impact on the world by advancing the philanthropic and engagement ambitions of McGill University.

To find out more about UA, please visit us at

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:
(i) 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.

(ii) 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.

(iii) Updates, prepares and coordinates publication of documents such as departmental handbooks. 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.

(iv) Administers accounts for unit. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.

(vi) Completes documentation for payment, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.

(viii) Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

(x) 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 follow-up.

(xi) 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.

(xii) Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.

(xiii) Uses a variety of software. Liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

(xv) Uses standard office equipment such as personal computer, calculator and photocopier.

(xvi) 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:

Bachelor's degree an asset
Demonstrated advanced organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fastpaced environment.
Proven ability to coordinate a complex calendar and to set up, arrange and prioritize complex meetings. Proven ability to coordinate arrangements for events and meetings.
Experience making travel arrangements with associated financial tasks such expense reports, purchase order setup and invoice payments.
Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, and punctuation and formatting in English and French.
Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally with appropriate tone for multiple audiences at different organizational levels.
Demonstrated ability to be resourceful, client focused, and service oriented with a superior ability to collaborate with donors/volunteers and senior management.
Demonstrated accuracy and attention to detail.
Proficient in a PC environment using specialized databases and MS Office Suite of tools. Knowledge of SharePoint an asset.
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 th