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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:
- Coordinate the processing of unranked appointments, including collecting updated CVs and sending reminders for pending approval
- Schedule promotions and reappointments with Tenure Committees meetings, attend the meeting and take minutes; announcements for promotion dossier submissions and requesting reappointment dossiers
- Find and schedule speakers with coordinators
- Arrange Logistics – AV, Zoom, guest speaker guidance/host
- Prepare travel arrangements and process reimbursements (expense reports) Recruitment for out-of-town speakers
- Arrange for services related to Advertisements, translation, placement online, distribution to Canadian universities
- Schedule meetings with academic candidates both virtually and in-person
- Organize travel arrangements, interview/visit itinerary, host candidate during their visit
- Schedule Departmental Recruitment Committee: meetings as requested by Chair, attending and taking minutes on Academic Performance evaluations
- Collect TT/tenured/CAS research/Professional, and CAS Clinical questionnaires for Annual Report Assisting Department Chair
- Prepare Communications to department members – meetings, announcements, Dept Executive Committee - scheduling meetings as requested by Chair, attending and taking minutes
- Update and maintain information on department website
- Prepare Expense reports related to dept academics (recruitment dinners, annual events) for ENT
- Assist with event logistics for on-site events: order refreshments and other event catering
- Collect Department mail, make room reservations for meeting, events and order supplies
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:
Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities.
Must be able to demonstrate a high level of professionalism and discretion at all times.
Experience with planning meetings and events.
Ability to work both independently and as a team play
Proven flexibility in order to adapt to tight deadlines, frequent changes and demands.
Meticulous in documenting follow-up actions regarding ongoing files.
Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, teams, SharePoint, etc...
English and French, spoken and written.
As one of Montreal's Top Employers, here is what we offer:
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of 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 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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.