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Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for the Campus Outaouais. Participates in ensuring the smooth functioning of the unit’s operations. The Administrative Coordinator performs and/or organizes activities in support of the daily operations by ensuring that administrative services are carried out in accordance with established goals and objectives. Ensures full time presence at the reception desk to provide reception services.
Major Duties and Responsibilities:
Oversees the day-to-day operations of the unit/department. Be responsible for providing a high level of organizational and administrative support to the Vice-Dean and Director, Program Director and Associate Director of administration and for contributing to the smooth and efficient operations of the office.Plans, schedules and establishes priorities of projects, events and meetings. Organizes meetings, prepare agenda, prepare files and briefing material; sets up audio-visual equipment and arrange for catering when required.Provides high-level customer service in response to all requests. Provides comprehensive follow-up and ensure no issues are left outstanding regarding correspondence, including all e-mails and requests. Anticipates difficulties and delivers support (schedule, briefings, logistical arrangements, travel and personal) to allow the direction to operate at his/her highest ability and to advance the priorities of his/her portfolio.Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends important meetings such as CO-CODA. Takes minutes and follows up on decisions within area of responsibility to allow the direction to maximize their potential to advance their mandates.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. Performs information searches on issues requested.Follows up, independently and to completion, on numerous action items related to events, meetings and inquiries. Prepares and/or assists with development of presentations and documentation. Requests and receives confidential materials and prepare agenda and materials for meetings.Takes responsibility for administrative and logistical matters with respect to meetings with both internal and external stakeholders. Assess and resolve administrative problems and when appropriate, inform the directors and formulate recommendations.Liaises with external organizations and government agencies.Participates in the development and implementation of projects, work methods and procedures.Recommends procedural changes to improve unit efficiency.Ensures inventory and purchases supplies and equipment for the Campus Outaouais team. Maintains an office supply list and inventory to order supplies (list includes regular order items, minimum stock levels, accurate pricing).Performs administrative and financial activities such as expense reports, budget preparation, etc. Corrects errors and follows up on problems.Acts as a receptionist by providing reception services for the Campus Outaouais. Greets and directs visitors to staff, answers basic questions, refers visitors to information sources. Answers incoming calls and emails. Provides information on programs, admissions, registration, etc. within Medical Educational Services. Receives and distributes mail and courier packages.
Other Qualifying Skills and/or Abilities:
Proven experience with management of complex, multi-faceted agendas.Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities.Demonstrated ability to conduct research and to prepare briefing notes.Must be able to demonstrate a high level of professionalism and discretion at all times.Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships.Proven flexibility, in order to adapt to tight deadlines, frequent changes and demands.Proven ability to work with computer applications, including electronic schedule management systems and advanced Microsoft Office applications (such as Word, Excel, PowerPoint).Demonstrated ability to take minutes at meetings.Fluently bilingual, English and French, spoken and written.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level F) $29.42 - $36.46
Hours per Week:
33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
Deadline to Apply:
2025-01-10
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, accessibilityrequest.hr@mcgill.ca.