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Position: Administrative Coordinator
Institution: McGill University
Department: Faculty of Arts
Location: Montreal, Quebec, Canada
Duties: Provides administrative 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. 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
Requirements: DEP (Secretarial/Office Systems). Four (4) yearsÂ’ related experience
   
Text: Facebook Twitter Google LinkedIn Add to calendar Post Date: Friday, September 28, 2018 McGill University - Human Resources POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT Position Title: Administrative Coordinator (PED 00034, DD009J, Level 009J) 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 & 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. Administers accounts for unit. Prepares budgets or budget proposals. 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. Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met. 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 follow-up. 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. 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. Education & Experience: DEP (Secretarial/Office Systems) Four (4) years related experience Other Qualifying Skills And/Or Abilities: Must be client-focused and service-oriented, with a proven ability to build good working relationships with staff and faculty. Knowledge of Human Resources and Financial systems at the University. Demonstrated organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast paced environment. Must be able to demonstrate a high level of professionalism and discretion at all times. Proven ability to act as a resource person to academic and administrative staff and visitors, regarding administrative policies and procedures. Knowledge of accounting principles, experience with financial tasks such as journals, payments, records expenses, monitoring and reconciling of funds, purchases, and provides support for the Dean of Arts Development Fund. Demonstrated ability to compose routine correspondence and to proofread and edit documents. Demonstrated ability to provide support for various human resources activities pertaining to staffing, working with collective agreements and benefits. Demonstrated ability to clearly transmit and receive information both verbally and in writing. Demonstrated accuracy and attention to detail. Ability to work in a PC environment using word-processing, spreadsheets, database, e-mail, MINERVA, Banner (FIS, HRIS), MMP, POPS, OneNote, Drop Box and web navigation. English and French, spoken and written. Reference Number: 18-0743/CP0069 Supervisor's Title: Senior Human Resources Advisor Salary Scale: $23.17 - $31.97 Faculty/Unit: Faculty of Arts Position Type: Full-Time Hours Per Week: 33.75 End Date: Tuesday, April 30, 2019 How To Apply: Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at hr.arts [at] mcgill.ca . The deadline to apply for this position is October 10, 2018 at 5:00 PM. * Current employees: please indicate your McGill ID number in your application.* We thank all applicants for their interest in McGill University. However, the Faculty of Arts will only contact applicants selected for an interview. McGill applicants, covered by the MUNACA/PSAC Collective Agreement, must apply to a regular MUNACA position within eight (8) working days of the date of publication to maintain internal priority. McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell@mcgill.ca or 514-398-1660.
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