To Apply:
Applications must be submitted through WorkDay: https://mcgill.wd3.myworkdayjobs.com/en-US/McGill_Careers/job/Rutherford-Physics/Secretary_JR0000056206
Position Summary:
Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission. Responds to general and student enquiries regarding area’s policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.
Major Duties and Responsibilities:
- Types various documents such as correspondence, manuscripts, reports, grant proposals, statistical tables, administrative forms and lists. Following instructions arranges for publication of materials, such as the departmental handbook, web pages and publicity brochures. Formats according to specifications using standard computer applications. Verifies for completeness and proof-reads for grammar and spelling. Composes routine correspondence.
- Performs data entry to update management, patient or student record computerized information systems. Produces lists and reports using appropriate software. Keeps up to date with and implements standard computer applications. May act as resource person for standard office software.
- Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
- Completes and files forms related to the general administration of the unit. Verifies accuracy and completeness of information on accounting, administrative and student affairs documents and makes necessary corrections. In performing these functions, works within clearly defined procedures, providing assistance as required to those responsible for student affairs or administrative affairs.
- Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area’s policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
- Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
- Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.
- Processes purchase orders, cheque requisitions, travel advances, expense reports, and handles petty cash. Maintains photocopiers, distributes photocopy codes, and allocates charges. Arranges for printing services, and repair or servicing of office equipment.
- Assists in ensuring the smooth functioning of special events such as symposia, conferences, exhibits, and special clinics. Takes reservations and appointments, collects registration fees, ad answers general enquiries.
- Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.
- 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:
- 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).
- Demonstrated initiative, organizational skills and excellent attention to detail.
- Proven ability to prioritize and multi-task to meet deadlines.
- Demonstrated ability to work independently and as part of a team.
- Ability to perform under pressure and be resourceful.
- Effective communication skills (ability to clearly transmit and receive information both in writing and verbally).
- Strong computing skill with ability to use advanced software (i.e., (Word), spreadsheets (Excel) and Outlook, Banner (FIS), Minerva, Workday, databases, web applications, etc.
- Experience with updating websites.
- Experience with scheduling and organizing events.
- Experience with expense reports and MMP an asset.
- Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 (qualifier) on a scale of 0-4.
This is a one (1) year contract.
This position is located in Montreal, Quebec and the work for this position is expected to be performed in Quebec.
Minimum Education and Experience:
DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level E) $27.75 - $34.40
Hours per Week:
33.75 (Full time)
Position End Date (If applicable):
2025-09-30
Deadline to Apply:
2024-08-25
