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. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

Assess and resolve administrative problems related to TOSI operations

• Liaise with Neuro IT or other Departments as needed

Perform other administrative duties requested by the CEO of TOSI such as scheduling various meetings

• Navigate available calendars and Neuro room bookings
• Catering requests for TOSI team meetings

Support TOSI team in the financial administration of several programs and initiatives under the leadership of the Open Science Grassroots Committee, in full compliance with McGill FIS policies and procedures

• Processing internal and external sponsorship requests
• Coordinating relevant information, and creating payment requests for TOSI Buy-in Projects and other initiatives
• Using McGill Marketplace for goods and services
• Dealing with internal and external (third party) Expense Reports
• Understanding how McGill Financial Information Systems (FIS) and Procurement services operate

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 experience working in an Executive/Director’s office. Demonstrated ability to prioritize, multi-task and meet strict deadlines. Strong skills in Microsoft Suite (Word, Excel, Outlook, PowerPoint) programs.
• Demonstrated ability to provide support for various administrative activities, including organizing meetings, and procurement. Meticulous in documenting follow-up actions regarding ongoing files.
• Demonstrated superior English and French written and oral communications skills.
• Demonstrated problem-solving as well as resourcefulness
• Confidentiality. Professionalism. Autonomous. Reliable. Team player.

Knowledge of French and 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.

Minimum Education and Experience:

DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:

(MUNACA Level F) $29.42 – $36.46

Hours per Week:

6.75 (Part time)

Supervisor:

Academic Associate

Position End Date (If applicable):

2025-10-20

Deadline to Apply:

2024-10-10

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, [email protected].

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