Administrative Assistant (NU)

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Position Summary:
Responsible for providing a high level of organizational and administrative support to the Associate Vice-President (Financial Services), and for contributing to the smooth and efficient operation of the office in support of its priorities.
Primary Responsibilities:

• Primary responsible for planning and managing the calendar of the AVP to optimize the use of her time. Plan schedule with a view to prioritizing events and meetings; make judgments about juggling and deferring meetings when urgent matters arise and about referring requests and inquiries to other offices for prompt attention and response.
• Anticipate and deliver support (schedule, briefings, logistical arrangements, travel and personal) to allow the AVP to operate at her highest ability and to advance the priorities of her portfolio.
• Manage AVP’s incoming & outgoing correspondence and related functions.
• Respond on behalf of the AVP, recommending solutions, flagging deadlines and other time-sensitive information and perform follow-up actions as required. Ensure accuracy, quality and timeliness. Coordinate the distribution, tracking and back-up of documents requiring the AVP’s signature (invoices, contracts, agreements, etc.).
• Work closely with other colleagues in the office – and other offices as appropriate – to ensure that the AVP is properly briefed and prepared for all meetings and events, including Board-related activities and external meetings. (Offices include President’s Office, VP A&F, Office of the Provost, University Services, Faculties, and external organizations such as other universities, MES, Financement Québec, BCI, Banks and Credit Agencies, Audit firms, etc.).
• Follow up, independently and to completion, on numerous action items related to events, meetings and inquiries.
• Record meetings minutes when required.
• Assist in the preparation of various reports and statements (including university reports, the Financial Statement Analysis Report, Financial Report to the Board of Governors). Responsible for layout of report; edits text, coordination to final production.
• Participate in special projects by researching, analyzing and summarizing findings, including Federal Indirect Costs, Hospital Teaching costs, MES funding, Bill 95, RFA, Energy Reports, CAUBO Report, etc.
• Establish procedures and/or controls related to office filing, archiving systems, and committee documents.
• Maintain committee documentation and ensure accuracy of information, e.g. agendas, and related documents.
• Prepare and/or assist with development of presentations and documentation for use by AVP (e.g. Moody’s, Standard and Poor’s, New Deans and Directors Retreat, Board of Governors, Audit and Finance, Senate, P7).
• Manage tracking system for all documents requiring the approval of the AVP and the VP (Administration and Finance) and Procurement Services.
• Assist other members of the Financial Services leadership team with the scheduling of meetings requiring multiple attendees as requested.
• Oversees the full range of administrative and operational activities for the Financial Services, serving as the central point of coordination for schedules, meetings, communications, travel, special events, governance activities, and office processes, while exercising sound judgment, discretion, and initiative to support organizational effectiveness and executive priorities.

Other Qualifying Skills and/or Abilities
Proven experience with management of complex agendas. Demonstrated organizational skills, attention to detail and ability to multi-task.  Demonstrated ability to work independently and as part of a team.  Demonstrate a high level of professionalism and discretion at all times. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets, Banner, Minerva, Workday and other related software.  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.

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