Administrative Coordinator

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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 & Responsibilities:

• Consults relevant documentation and liaises with appropriate security agency persons to obtain and provide information on daily/monthly invoicing to ensure accuracy.
• Participates in ensuring the smooth functioning of the unit.  Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities.  Follows up on and ensures appropriate implementation of decisions made by supervisor.
• Drafts correspondence and other short documents of an administrative nature.  Formats documents and edits for grammar, spelling and accuracy.  Takes notes and types various documents such as correspondence, reports, memos.  Signs certain documents.
• Administers accounts for Security Services. Liaises with Procurement and Financial Services, Monitors and reconciles MMP via Jaeger for all billing processes on a daily basis. Identifies and analyses discrepancies and errors on a weekly basis.
• Communicates with internal and external clients for all billing procedures, corrects errors and follows up on problems on a daily basis. Provides monthly billing account statements on request. 
• Maintains Office Administrator’s calendar and other Senior Security staff if required.  Sets up appointments, reminds supervisors of appointments and organizes schedule according to priorities. 
• Provides information to callers and clients. Directs callers and visitors to appropriate Security Services resource persons.  Assesses need for intervention of other resources.
• Prepares files attaching appropriate supporting documentation and researching information as required.  Responds to requests within area of responsibility.  Notes required actions and ensures follow-up.
• Schedules meetings, contacts participants and books meeting rooms.  Assists with preparation of agenda.  Attends meetings, takes minutes, and follows up on action items decisions within attendees.
• Coordinates arrangements for events such as conferences.  Makes travel arrangements for all Security Services as required.
• Uses a variety of software.  Maintains computerized information systems and participates in their development to improve efficiency within the unit.  Acts as a resource person concerning the use of Jaeger, MMP, Minerva, Banner.  Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. 
• Ensures inventory and purchases supplies and equipment for all Security Services.  Arranges for servicing of office equipment. 

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:

Demonstrated organizational skills and ability to multi-task. Ability to prioritize and meet deadlines.

Attention to detail and ability to identify Irregularity in department's financial transactions.

Proven experience in Accounts Payable, Receivable and Invoicing required.

Experience with Banner, Minerva, MMP and MyLab an asset.

Demonstrated ability to clearly transmit and receive information.

Proven ability to write and edit correspondence and reports using appropriate spelling, grammar and punctuation in both English and French. Strong English and French writing ability, and oral fluency in English and French required.

Demonstrated ability to work in a Microsoft PC environment with advanced level of proficiency in Microsoft Word, Excel and Outlook.

Experience in higher education in a related field, an asset.

Ability to act as a department representative and provide exceptional customer service to the McGill research community regarding hazardous waste disposal guidelines.

Exceptional communication skills with internal stakeholders at all levels of the organization, as well with external stakeholders, suppliers and government authorities.

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.