Administrative Coordinator (CR0451)
Post Date:
Friday, March 31, 2017
McGill University – Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title:
Administrative Coordinator (PED 00034, DD009J, Level 009J)
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:
- Acts as resource person regarding the unit’s policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
- 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.
- Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
- Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that the guidelines are followed.
- Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
- Screens and sorts mail. 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 decisions within area of responsibility.
- 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 software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
- Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
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.
Education & Experience:
DEP (Secretarial/Office Systems)
Four (4) years related experience
Other Qualifying Skills And/Or Abilities:
McGill-Queen’s University Press is a leading publisher of scholarly books in North America and a unit of McGill University. For more information about the Press, see mqup.ca. The Administrative Coordinator assists members of the Press’s editorial department as follows: under the direction of Acquisitions Editors, coordinates the flow of book proposals and manuscripts from initial contact to transmittal to the Press’s managing editor for copyediting and production. In consultation with Editors, screens and responds to enquiries regarding publishing with the Press. Maintains a database of publishing projects at every stage of publication for supervising Acquiring Editors. Performs specific research tasks as requested by Acquisition Editors. Assists with the peer review process, including contacting suitable potential assessors for manuscripts being considered for publication. Responsible for the preparation and submission of publication subvention applications to various funding programs and of peer review material to the MQUP Publications Review Committee. Under the direction of a supervising Editor, prepares contracts between the Press and authors. Ensures that all material relating to individual book files is complete and properly organized. Verifies that formatting and organization of the final manuscript meet Press standards as explained in MQUP house style. Excellent organizational skills with ability to prioritize and multitask in a deadline-oriented and fast-paced environment. Demonstrated ability to deal with sensitive issues with tact and diplomacy using superior communication skills to solve problems and exercise sound judgment. Strong attention to detail and demonstrated ability to write, edit, and proofread text using appropriate grammar and punctuation. At ease working in a PC environment using Microsoft Word, Excel, databases, email, and the internet, including library research tools. May on occasion perform basic formatting of manuscripts using advanced Word functions or verify properties of visual files using basic functions of photo-editing software. Proven ability to work autonomously and as a member of a team. Excellent communication skills in English (spoken and written). French language skills an asset.
Reference Number:
17-0360/CR0451
Supervisor’s Title:
Editor in Chief
Salary Scale:
$22.27 – $30.73
Faculty/Unit:
McGill-Queens University Press
Position Type:
Full-Time
Hours Per Week:
33.75
How To Apply:
*Internal candidates: Please provide your McGill ID number when applying.*
Please submit your curriculum vitae and cover letter, clearly indicating the reference number:
Mail:
McGill University, Human Resources (Staffing)
688 Sherbrooke Street West, suite 1520
Montreal, Quebec
H3A 3R1
Fax:
(514) 398-5315
Email:
staffing.hr@mcgill.ca
Categories: Job Postings, Uncategorized
