Administrative Assistant

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The Office of the Executive Director oversees and coordinates our different service areas to provide high-quality programming and services to facilitate our students' transition into University life and their continued success during their studies. Representing Student Services not only within the University but also to the community at large, EDSS also brings together expertise in assessment, communications, EDI, and operations to promote a positive student experience at McGill.

Position Summary:
Under the supervision of the Associate Director, act as the primary liaison for the Senior Director, Student Services. Maintain strong working relationships with Service Directors and Managers, administrative units, student associations, and student groups. Respond to internal inquiries, provide information, and identify effective solutions. Stay current with relevant policies, apply them appropriately, and handle complaints or resolve issues within the scope of responsibility. Organize activities to support the daily operations of Student Services, ensuring that administrative functions are carried out in alignment with established goals and objectives. Provide administrative support and serve as the primary contact for all matters related to scheduling, planning, and coordinating the extensive commitments of the Senior Director and the Student Services leadership team.
 

Primary Responsibilities:

Includes, but is not limited to:

• Provide administrative support and serve as the primary contact for all issues related to scheduling, planning and the extensive commitment of the Senior Director and members of the departmental leadership team.
• Organize activities to support the daily operations of Student Services by ensuring that administrative functions are carried out in accordance with established goals and objectives.
• Represent and/or accompany the Senior Director to various meetings on both Macdonald and Downtown Campuses. Provide administrative support to Macdonald Campus initiatives as required, including serving as back-up support to ensure continuity of operations. Follow up on and ensure appropriate implementation of decisions made by the Senior Director.
• Oversee the Senior Director's schedule and ensure that appropriate time (for meetings, follow-up, etc) is scheduled into the agenda. Handle last-minute requests / emergency situations.
• Oversee the compilation of materials required for meetings, etc., to ensure the Senior Director is prepared / briefed prior to meetings.
• Secretary of Senate Standing Committee on Student Services, including ensuring membership coordination with Secretariat is aligned with Terms of Reference, agendas and documentation packages, coordinating prep meetings with student co-chair and Senior Director, Committee meeting minutes and draft Annual Report.
• Provide comprehensive follow-up and ensure no issues are left outstanding regarding correspondence, e-mails, and requests. Anticipate difficulties, identify problems, troubleshoot, and contribute to the improvement of procedures and ensure implementation of solutions.

Office Administration

• Administer document organization and storage, including adherence to the University's record retention and destruction requirements.
• Set standards for office excellence, responsible for the daily management and decision-making for administrative operations of the SDSS office.
• Make purchases (PCard, MMP, etc.). Process or monitor the financial and accounting transactions.

Event Planning and Event Sponsorship

• Coordinate the logistics for all-staff Student Services events and training, ensuring event planning and logistics for the Senior Director are executed seamlessly.
• Organize and approve event (tabling) sponsorships for Student Services.

Project Management Support

• Organize and administer project files throughout the project lifecycle, by ensuring that tracking software is kept up to date. Organize project documentation in line with the project management framework (i.e., file documents; update software, etc.).
• Performs various other duties related to the administrative functioning of the Senior Director's Office and the portfolios of the S2 leadership team.
• Perform other duties and participate in special projects, as required.

Other Qualifying Skills and/or Abilities

• DEP – Office Systems, with four years of related experience, or DEP – Secretarial Studies.
• Student-focused and service-oriented, with a proven ability to build effective relationships with students, staff, and faculty.
• Self-motivated and able to work independently or as part of a team, while fostering effective collaboration in a dynamic, deadline-driven environment.
• Demonstrated initiative and accountability, with the ability to deliver results, solve problems, and implement process improvements with minimal supervision.
• Approachable and composed under pressure, maintaining discretion and professionalism when handling confidential matters.
• Strong organizational skills, with the ability to plan, prioritize, and meet competing demands while maintaining accuracy and attention to detail.
• Proven ability to provide administrative and logistical support for academic and operational activities, including scheduling, documentation, and reporting.
• Demonstrated proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, OneNote, MS Planner, Power Automate) and familiarity with the University's systems (Banner, Minerva, Workday).
• Must be available and willing to travel between the Downtown and Macdonald Campuses as operational needs require.
• 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 (Fluent) on a scale of 0-4

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 (Fluent) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

Hourly Salary:

Hours per Week:

Supervisor:

Position End Date (If applicable):

Deadline to Apply:

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,