Job Description
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This is a one-year temporary position in the McGill Engineering Student Centre, supporting the Engineering Internship Program. There is the possibility of renewal for a second year for this position..
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 and 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.
- 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.
- 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.
- 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.
- 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.
- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
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:
Seeking an enthusiastic and diligent individual to help support the Engineering Internship Program. Experience in student affairs. Demonstrated organizational skills and ability to multi-task. Ability to prioritize, meet strict deadlines and to work under pressure. Must be service-oriented and able to transmit and receive information accurately. Excellent written communication and interpersonal skills. Demonstrated ability to work in a PC environment using Windows suite (Word, Excel, MS Teams, MS Forms), databases, spreadsheets, Banner, Minerva (SIS). Knowledge of the Career Management platform Orbis and experience with social media are 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.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
(MUNACA Level F) $28.56 - $35.40
33.75 (Full time)
Associate Director Engineering Career Center
Position End Date (If applicable):
2024-07-31
2023-05-25
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
.