Administrative Assistant

McGill University

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School of Science

Place Abstract:

Reporting to the Affiliate Director, the Administrative Assistant will guarantee a {smooth} and environment friendly functioning of the day-to-day actions of the McGill Sustainability Techniques Initiative (MSSI). Present assist with administration, conferences, occasions, funding calls, funds, reporting and communications. Act as a useful resource particular person for questions, insurance policies and procedures, and resolve administrative issues.

Typical Features:

  • Carry out and manage actions to assist the day by day operations of the unit by making certain that administrative companies are carried out in accordance with established targets and aims.

  • Implement administrative procedures or methods which can be reasonably advanced in assist of the college, division or unit’s operations and guarantee actions meet or exceed established high quality necessities.

  • Help with the preparation of working and capital budgets and analysis grant purposes.

  • Monitor and reconcile accounts; help within the preparation of stories and statements. Approve expenditures inside established tips.

  • Plan conferences, conferences, luncheons and particular occasions. File and distribute minutes.

  • Administer bodily sources of the unit or constructing in compliance with College and authorities rules.

  • Compile statistics and information for inclusion in stories. Replace paperwork and stories, both in print or on the web site.

  • Assess and resolve administrative issues. When applicable, inform supervisor and formulate suggestions.

Further Info – Different Tasks:

  • Guarantee workplace smooth-running (first level of contact with services administration, mail, constructing administration, and so forth.);

  • Monitor MSSI electronic mail account, reply to questions or ahead to applicable particular person;

  • Present assist with conferences together with figuring out participant availability and reserving conferences, getting ready and distributing assembly documentation, getting ready talking notes, and taking minutes.

  • Handle Affiliate Director’s calendar and prepare conferences as requested.

  • Liable for all administrative features of Funding calls. This contains reviewing and modifying funding calls previous to launch, liaising with candidates, making certain conformity with competitors tips, getting ready packages, coordinating assessment committee conferences, and speaking with recipients and monetary officers for fund opening, extension and shutting.

  • Coordinate MSSI occasions (e.g., decide participant availability, discover and reserve areas, e-book catering, audio-visual and different externals, comply with up with members, e-book resorts and conferences for visiting audio system, put together and submit expense stories).

  • Monitor bills for Secretariat, and monitor and reconcile the MSSI price range.

  • Order provides and gear, put together journey preparations and put together, submit and comply with up on expense stories for MSSI Secretariat.

  • Preserve and develop MSSI listing construction on McGill server;

  • Put together documentation and varied stories as requested (Annual Report, theme annual opinions, procedural paperwork, exercise and monetary stories, and so forth.)

Different Qualifying Abilities and Skills:

Glorious organizational expertise, together with meticulous consideration to element. Confirmed planning, multi-tasking, and priority-setting expertise. Glorious written communication and interpersonal expertise. Excessive stage of professionalism and discretion. Demonstrated means to take initiative and problem-solve. Expertise coping with quite a lot of high-profile exterior and inner purchasers; means to construct constructive and efficient relationships. Flexibility to adapt to tight deadlines, frequent adjustments and calls for. Means to take minutes at conferences and comply with up with motion objects in a well timed method. Confirmed means to work with pc purposes, and Microsoft Workplace purposes corresponding to Phrase, Excel, PowerPoint, and Outlook. Familiarity with Workday, BANNER (FIS) and Minerva (FIS), an asset. Data 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 stage #4 on a scale of 0-4.

Length: one-year (1) contract

Minimal Training and Expertise:

DEC III 3 Years Associated Expertise /

Hourly Wage:

(MUNACA Stage H) $33.05 – $40.97

Hours per Week:

27 (Half time) Monday, Tuesday, Thursday, Friday



Place Finish Date (If relevant):


Deadline to Apply:


McGill College hires on the idea of advantage and is strongly dedicated to fairness and variety inside its group. We welcome purposes 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 information 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] .

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