Administrative Coordinator

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Place Abstract:
Below the course of the quick supervisor, supplies administrative and secretarial assist. Participates in making certain the sleek functioning of the unit’s operations. Acts as useful resource individual for insurance policies and procedures. Administers unit accounts. Assists within the group of unit actions. Accountable for paperwork and recordsdata of the unit. Maintains computerized info programs.
Main Duties and Duties:
(i) Acts as useful resource individual relating to the unit’s insurance policies and procedures. Resolves issues inside space of accountability. Consults related documentation and liaises with applicable useful resource individuals to acquire and supply info on numerous and complicated points.
(ii) Participates in making certain the sleek functioning of the unit. Recommends procedural adjustments to allow unit to perform extra successfully. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures applicable implementation of choices made by supervisor.
(iii) Updates, prepares and coordinates publication of paperwork reminiscent of publicity brochures, departmental handbooks, and annual reviews. Drafts correspondence and different brief paperwork of a posh nature. Codecs paperwork and edits for grammar, spelling and accuracy. Takes notes and kinds varied paperwork reminiscent of correspondence, reviews, memos. Indicators sure paperwork.
(iv) Administers accounts for unit. Prepares budgets or funds proposals. Displays and reconciles varied accounts, statements, and reviews. Identifies and analyses discrepancies and errors. Corrects errors and follows up on issues. Data bills and supplies account statements on request.
(v) Compiles info with the intention to put together grant functions, liaises with different establishments on this compilation, and coordinates their submission. Acts as a useful resource individual regarding inside insurance policies and procedures and people of granting businesses. Ensures info is full and that the rules are adopted.
(vi) Maintains personnel recordsdata and completes documentation for cost, postings, appointments, promotions, nominations, sabbatical leaves, and absences, and different administrative kinds. Explains procedures to comply with. Ensures that deadlines are met.
(vii) Participates in actions associated to scholar affairs reminiscent of admission, pre-registration, registration, monetary assist and worldwide student-related points. Retains observe of enrolments, course adjustments, reporting scholar standings loans, bursaries and scholarship awards. Refers issues outdoors of space of experience to applicable useful resource individuals or official.
(viii) Maintains supervisor’s agenda. Units up appointments, reminds supervisor of appointments and organizes schedule based on priorities.
(ix) Gives info to callers and guests. Determines motive for name or go to and prepares needed paperwork. Directs callers and guests to applicable useful resource individuals. Assesses want for intervention of different useful resource individuals and arranges appointments as needed.
(x) Screens and kinds mail. Prepares recordsdata attaching applicable supporting documentation and researching info as required. Responds to requests inside space of accountability. Notes required actions and ensures follow-up.
(xi) Schedules conferences, contacts members and books assembly rooms. Assists with preparation of agenda. Attends conferences, takes minutes, and follows up on choices inside space of accountability.
(xii) Coordinates preparations for occasions reminiscent of symposia and conferences. Makes journey preparations.
(xiii) Makes use of quite a lot of software program. Maintains computerized info programs and participates of their growth to enhance effectivity throughout the unit. Acts as a useful resource individual regarding using software program. Explains and demonstrates using software program, resolves issues inside space of experience, and liaises with pc useful resource individuals as required. Maintains and updates administrative recordsdata. Maintains submitting programs and arranges for archiving.
(xiv) Ensures stock and purchases provides and gear. Arranges for servicing of workplace gear. Sells some gadgets reminiscent of course notes and maintains money field.
(xv) Makes use of commonplace workplace gear reminiscent of private pc, typewriter, calculator, photocopier and fax machine.
(xvi) The listing of duties and obligations outlined above is consultant and never a whole and detailed listing of duties which can be carried out by an worker whose place has been matched to this generic job description.
Different Qualifying Expertise and/or Talents:

• Capability to thrive via teamwork.
• Robust means for group and prioritization.
• Fluent communication in English and French, spoken and written.
• Capability for drawback fixing and initiative inside areas of accountability.
• Demonstrated means to fulfill deadlines.
• Capability to comply with up on a number of dossiers in a well timed method.
• Proficiency in MS Workplace suite (Phrase, Excel, Powerpoint, Outlook).
• Consideration to element and capability for self-proofing.
• Buyer-focused and service-oriented.
• Expertise working with college students in quite a lot of issues and or conditions.
• Expertise in tracing, reviewing or summarizing scholar information.
• Expertise in tutorial and scholar associated insurance policies and procedures.
• Expertise with social media publication, and McGill’s net administration system as a website editor.
• Expertise with MS Groups platform and addon suite.
• Demonstrated means to make use of superior Banner capabilities and Minerva.
• Demonstrated means to compose routine correspondence, to proofread and edit, to document minutes and to keep up net pages.
• Capacity to carry out underneath strain.

Information of French and English: McGill College is an English-language college the place each day duties might require English communication each verbally and in writing. The extent of English required for this place has been assessed at a degree 1 on a scale of 0-4.

Minimal Training and Expertise:

DEP – Workplace Programs 4 Years Associated Expertise / DEP – Secretarial Research

Hourly Wage:

(MUNACA Stage F) $29.42 – $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Pupil Affairs Officer

Place Finish Date (If relevant):

Deadline to Apply:

2023-09-05

McGill College hires on the idea of advantage and is strongly dedicated to fairness and variety inside its group. We welcome functions from racialized individuals/seen minorities, girls, Indigenous individuals, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities, in addition to from all certified candidates with the talents and data to productively have interaction with numerous communities. McGill implements an employment fairness program and encourages members of designated teams to self-identify. Individuals with disabilities who anticipate needing lodging for any a part of the appliance course of might contact, in confidence, [email protected] .