Administrative Coordinator

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McGill’s First Peoples’ Home supplies a way of neighborhood and a voice to Indigenous college students who’ve left their residence communities in an effort to pursue greater schooling. It’s our hope that the schooling that Indigenous college students obtain right here at McGill will profit their communities. We welcome all Indigenous college students together with Métis, the Inuit, & First Nations (each “standing” & “non-status”), Maori and Aborigines.

To search out out extra concerning the First Folks’s Home, please go to us at www.mcgill.ca/fph

Place Abstract:
Below the course of the fast supervisor, supplies administrative and secretarial assist. Participates in making certain the graceful functioning of the unit’s operations. Acts as useful resource particular person for insurance policies and procedures. Administers unit accounts. Assists within the group of unit actions. Chargeable for paperwork and recordsdata of the unit. Maintains computerized data programs.

Main Duties and Tasks:
(i) Acts as useful resource particular person relating to the unit’s insurance policies and procedures. Resolves issues inside space of accountability. Consults related documentation and liaises with acceptable useful resource individuals to acquire and supply data on various and complicated points.

(ii) Participates in making certain the graceful functioning of the unit. Recommends procedural modifications to allow unit to perform extra successfully. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures acceptable implementation of choices made by supervisor.

(iii) Updates, prepares and coordinates publication of paperwork similar to publicity brochures, departmental handbooks, and annual stories. Drafts correspondence and different brief paperwork of a fancy nature. Codecs paperwork and edits for grammar, spelling and accuracy. Takes notes and kinds numerous paperwork similar to correspondence, stories, memos. Indicators sure paperwork.

(iv) Administers accounts for unit. Prepares budgets or funds proposals. Displays and reconciles numerous accounts, statements, and stories. Identifies and analyses discrepancies and errors. Corrects errors and follows up on issues. Information bills and supplies account statements on request.

(v) Compiles data in an effort to put together grant functions, liaises with different establishments on this compilation, and coordinates their submission. Acts as a useful resource particular person regarding inner insurance policies and procedures and people of granting companies. Ensures data 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 varieties. Explains procedures to comply with. Ensures that deadlines are met.

(vii) Participates in actions associated to pupil affairs similar to admission, pre-registration, registration, monetary help and worldwide student-related points. Retains monitor of enrolments, course modifications, reporting pupil standings loans, bursaries and scholarship awards. Refers issues exterior of space of experience to acceptable 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 data to callers and guests. Determines motive for name or go to and prepares mandatory paperwork. Directs callers and guests to acceptable useful resource individuals. Assesses want for intervention of different useful resource individuals and arranges appointments as mandatory.

(x) Screens and types mail. Prepares recordsdata attaching acceptable supporting documentation and researching data as required. Responds to requests inside space of accountability. Notes required actions and ensures follow-up.

(xi) Schedules conferences, contacts contributors 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 similar to symposia and conferences. Makes journey preparations.

(xiii) Makes use of a wide range of software program. Maintains computerized data programs and participates of their improvement to enhance effectivity throughout the unit. Acts as a useful resource particular person regarding the usage of software program. Explains and demonstrates the usage of 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 tools. Arranges for servicing of workplace tools. Sells some gadgets similar to course notes and maintains money field.

(xv) Makes use of customary workplace tools similar to private pc, typewriter, calculator, photocopier and fax machine.

(xvi) The record of duties and obligations outlined above is consultant and never a whole and detailed record 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 Skills:

• Bachelor’s Diploma in a discipline related to the first obligations and two to 4 years of associated expertise most well-liked.
• Prepared and keen to develop your profession
• Concerned about coordinating campus occasions, and build up the Indigenous neighborhood in academia
• Take pleasure in collaborating with many individuals
• Expertise in venture and occasion planning, group and supply.
• Confirmed means to supervise the roll out and coordination of massive tasks involving a number of stakeholders and views.
• Data of the College setting and of the Québec greater schooling system fascinating.
• Vital expertise working with the Indigenous communities.
• Data of a number of Indigenous languages is an asset.
• Glorious interpersonal, facilitation, organizational, communication and team-building abilities.
• A workforce member who can work on a number of tasks and take note of element.
• Capability to interact members of various communities.
• Superior means to take care of a excessive diploma of professionalism and discretion.
• Diligent consideration to element.
• Proficiency with Microsoft Workplace suite.

“Data of French and English: McGill College is an English-language college the place daily duties might require English communication each verbally and in writing. The extent of English required for this place has been assessed at a degree #3 for spoken and #4 for written on a scale of 0-4.”

Minimal Training and Expertise:

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

Hourly Wage:

(MUNACA Stage F) $29.42 – $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Administrative Supervisor, First Peoples’ Home

Place Finish Date (If relevant):

Deadline to Apply:

2023-11-28

McGill College hires on the premise of benefit and is strongly dedicated to fairness and variety inside its neighborhood. 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 abilities and information to productively interact with various 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 applying course of might contact, in confidence, [email protected] .