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Secretary

Université McGill

This is a Full-time position in Montréal, QC posted August 4, 2018.

Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission. Responds to general and student enquiries regarding area’s policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.

  • Types various documents such as correspondence, manuscripts, reports, grant proposals, statistical tables, administrative forms and lists. Following instructions arranges for publication of materials, such as the departmental handbook, web pages and publicity brochures. Formats according to specifications using standard computer applications. Verifies for completeness and proof-reads for grammar and spelling. Composes routine correspondence.
  • Performs data entry to update management, patient or student record computerized information systems. Produces lists and reports using appropriate software. Keeps up to date with and implements standard computer applications. May act as resource person for standard office software.
  • Completes and files forms related to the general administration of the unit. Verifies accuracy and completeness of information on accounting, administrative and student affairs documents and makes necessary corrections. In performing these functions, works within clearly defined procedures, providing assistance as required to those responsible for student affairs or administrative affairs.
  • Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area’s policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
  • Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.
  • Processes purchase orders, cheque requisitions, travel advances, expense reports, and handles petty cash. Maintains photocopiers, distributes photocopy codes, and allocates charges. Arranges for printing services, and repair or servicing of office equipment.
  • Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.

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.

Duration: One (1) year
Must be client-focused and service oriented with a proven ability to work with people at all levels. Motivated to learn and be flexible to change, good team player. Demonstrated organizational skills, ability to meet strict deadlines and high attention to detail. Ability to multi-task and handle frequent interruptions. Proven ability to proofread and edit correspondence and other material. Proven ability to use: Microsoft Office including Outlook, Excel, Word, and PowerPoint. French and English spoken and written.

Reference Number: CR2144

How To Apply:

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now

Click on “APPLY NOW” and clearly indicate the reference number.

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Skills Required

  • Education level: College
  • Work experience (years): 3-5 years

Package

Salary: N/D


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