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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.
Major Duties & Responsibilities:
•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.
•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.
•Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
•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.
•Assists in ensuring the smooth functioning of special events such as symposia, conferences, exhibits, and special clinics. Takes reservations and appointments, collects registration fees, and answers general enquiries.
•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.
Minimum Education & Experience: DEP (Secretarial/Office Systems) Three (3) years related experience
Other Qualifying Skills And/Or Abilities:
Demonstrated ability to deliver high customer service and proven ability to deal with people at all levels of the organization. Demonstrated organizational skills and attention to detail. Demonstrated experience maintaining e-records and dealing with confidential information. Ability to multi-task and handle frequent interruptions. Proven ability to organize meetings, to take minutes, and to proofread and edit correspondence and other material. Demonstrated ability to work in a PC environment using word-processing, databases, spreadsheets, web maintenance and presentation software. Knowledge of Drupal, Banner and Minerva, a strong asset. English and French, spoken and written.
Reference Number: 16-1020/CR4860
Supervisor's Title: Human Resources Advisor
Salary Range: $21.38 - $29.49
Faculty/Unit: Faculty of Medicine
Position Type: Full-Time
Hours Per Week: 33.75
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 16-1020/CR4860.
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