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Job Summary:
Reporting to the Administrative Officer, this role provides administrative support to ensure the smooth functioning of the School of Computer Science’s operations. Key responsibilities include, acting as a resource person for policies and procedures, administering unit accounts, assisting in the organization of unit activities, and maintaining and organizing documents and files of the unit.

Major Responsibilities:

• Maintain the Director’s calendar. This includes scheduling meetings and teleconferences, assuring there is no overlapping, processing expense reports for Director’s travel, obtaining the Director’s signature as required.
• Coordinate academic recruitment (academic jobs online, advertisement, hotel reservations, scheduling of interviews, announcements, job talks, etc.).
• Maintain personnel files and complete documentation for payments, postings, appointments, promotions, nominations, sabbatical leaves, absences, immigration forms, merit and other administrative forms.
• Act as a resource person regarding the unit’s policies and procedures; and ensure compliance deadlines are met.
• Prepare invitation letters, programs, spreadsheets and all required photocopies for events hosted by the Director.
• Assist the manager in collecting data for reports (ex. Annual report, curriculum review).
• Determine department representatives for monthly Faculty of Science meetings and send reminders and agendas ahead of time. Set up monthly dates for academic staff meetings. Prepare agendas, send requests and reminders and make necessary copies.
• Assist with the organization and preparation of events as required. Make arrangements relating to publicity, accommodation, and schedule. Request alcohol permits and submits alcohol and catering orders.
• Provides other administrative support as required, and acts as a back up to other administrative staff within the unit.

Other Qualifying Skills and/or Abilities:

• Proven experience with academic recruitment and knowledge of academic policies and regulations.
• Experience managing supervisor calendar, organizing schedules, arranging meetings, and keeping on top of upcoming priorities.
• Excellent organizational skills, and ability to multi-task and prioritize with tight deadlines.
• High level of confidentiality required. Demonstrated discretion in dealing with confidential information.
• Attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation to ensure accuracy.
• Ability to clearly transmit and receive information and possess excellent interpersonal skills for communicating with faculty members, departmental administrators, representatives of other institutions and with students.
• Demonstrated tact, diplomacy and objectivity.
• Demonstrated ability to be resourceful, take initiative, perform under pressure, problem-solve and organize work.
• Client-focused and service oriented.
• Experience organizing a variety of events as they pertain to academic departments.
• Proven ability to work independently and as part of a team.
• Ability to work and troubleshoot in a PC and MAC software environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Workday, Minerva (FIS), McGill Marketplace.
• English and French, spoken and written.
• 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 position is located in Montreal, Quebec and the work for this position is expected to be performed in Quebec.

Hybrid

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:
33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
Deadline to Apply:
2024-10-27
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

• Maintain the Director’s calendar. This includes scheduling meetings and teleconferences, assuring there is no overlapping, processing expense reports for Director’s travel, obtaining the Director’s signature as required.
• Coordinate academic recruitment (academic jobs online, advertisement, hotel reservations, scheduling of interviews, announcements, job talks, etc.).
• Maintain personnel files and complete documentation for payments, postings, appointments, promotions, nominations, sabbatical leaves, absences, immigration forms, merit and other administrative forms.
• Act as a resource person regarding the unit’s policies and procedures; and ensure compliance deadlines are met.
• Prepare invitation letters, programs, spreadsheets and all required photocopies for events hosted by the Director.
• Assist the manager in collecting data for reports (ex. Annual report, curriculum review).
• Determine department representatives for monthly Faculty of Science meetings and send reminders and agendas ahead of time. Set up monthly dates for academic staff meetings. Prepare agendas, send requests and reminders and make necessary copies.
• Assist with the organization and preparation of events as required. Make arrangements relating to publicity, accommodation, and schedule. Request alcohol permits and submits alcohol and catering orders.
• Provides other administrative support as required, and acts as a back up to other administrative staff within the unit