Administrative Coordinator (CR5454)
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:
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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.
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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.
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Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. 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.
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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.
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Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings, loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.
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Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
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Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
Education & Experience:
DEP (Secretarial/Office Systems)
Four (4) years related experience
Other Qualifying Skills And/Or Abilities:
Demonstrated initiative, organizational skills and excellent attention to detail. Experience organizing meetings and coordinating events. Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Knowledge of basic accounting principles (experience with processing expense reports). Proven ability to prioritize and multi-task to meet deadlines. Demonstrated ability to work independently and as part of a team. Effective communication skills (ability to clearly transmit and receive information both in writing and verbally). Demonstrated ability to work in a PC environment using word processing software (Word), spreadsheets (Excel), Power Point and Outlook. Experience with website design and social media updates is an asset. Experience with McGill applications (BANNER, Minerva, Drupal) is an asset. English & French (spoken and written).
Reference Number:
16-0119/CR5454
Supervisor's Title:
Associate Director Administration
Salary Scale:
$21.73 /h - $29.98 /h
Faculty/Unit:
Faculty of Medicine, Social Studies of Medicine
Position Type:
Full-Time
Hours Per Week:
33.75
How To Apply:
Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now. Click on “APPLY NOW” and clearly indicate the reference number.
