Administrative Coordinator

at  McGill University

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Position Summary:
Under the direction of the immediate supervisor within the Faculty of Arts (Area Manager, Finance, ASC 680), provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as a 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. Also provides administrative and secretarial support to the ASC Arts-Ferrier Finance team.
Major Duties and Responsibilities:

Finance:

• Answers and resolves financial inquiries on research grants and operating funds
• Identifies and resolves spending irregularities
• Processes of Expense Reports and Advances for all stakeholders in the unit
• Reconciles Pcards and other monthly transactions
• Processes Invoices and Purchases Orders
• Books Travel and Hotel Arrangements for Professors and guests
• Processes Journal Payments, Journal Transfers to resolve financial discrepancies
• Purchases equipment, furniture, office supplies
• Sets up and monitoring uPrint
• Tracks and processes recruitment reimbursements
• Provides admin support for annual reporting
• Responsible for the academic Laptop program: provides information regarding policy & coordinates purchases of IT equipment
• Liaising with Financial Services and Travel Services to resolve issues for the unit
• Provides monthly financial monitoring by reviewing ledgers of all funds

Buildings & Operations:

• Liaises with facilities and EHS to report, track, and/or resolve building issues, and may act as a resource person for Lenel access, and handle keys
• Coordinates events on a bi-weekly basis and colloquiums for multiple departments (booking rooms, booking hotels, ordering catering, making travel arrangements)

Other Qualifying Skills and/or Abilities:

• Client-focused and service-oriented with a high level of tact, confidentiality, diplomacy, and professionalism.
• Demonstrated ability to clearly transmit and receive information as well as listen and assist staff and students with problems.
• Demonstrated organizational and prioritization skills and ability to multi-task and meet deadlines.
• Knowledge of basic accounting principles.
• Strong attention to detail.
• Ability to work autonomously and as part of a team.
• Proven ability to draft, proofread and edit correspondence or documents using appropriate spelling, grammar and punctuation.
• Demonstrated experience with event coordination, booking travel arrangements and scheduling of meetings.
• Ability to work in a PC environment using word processing, databases, spreadsheets, presentation software, web applications and social media.
• Knowledge of Banner, Minerva and Drupal. English and French (spoken and written).
• Must be able to work on-site at McGill’s downtown campus for 2.5 to 3 days per week. Likely to be able to work from home for up to 2.5 days per week subject to operational needs and supervisor approval.

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 3 on a scale of 0-4.
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:
33.87 (Full time)
Supervisor:
Area Manager
Position End Date (If applicable):
Deadline to Apply:
2024-08-30
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

Please refer the Job description for details