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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 and Responsibilities:

• Acts as a frontline resource person regarding the ASC’s policies and procedures related to finance and human resources. 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 ASC. Recommends procedural changes to enable ASC to function more effectively. Collaborates with manager and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by manager.

• Processes payments through MMP - specifically paying invoices/requisitions for vendors, handles all financial transactions, etc.  Keeps records of all payments, summer course activity fees (Chinese and Japanese) reconciliation, etc.

• Submits expense reports for speakers, recruitment, summer course lecturers. Reviews expense reports prior to submission of expense reports to the FST; brings any issues to the attention of the Administrative Supervisor. In consultation with Administrative Supervisor, initiates journal transfers and maintains inventory of funds that need to be transferred in or out of the Unit.

• Assists Administrative Supervisor with research grant administration. Assists Administrative Supervisor with academic recruitment (advertisement, hotel, scheduling of interviews, etc.). Provides assistance to researchers with preparing fund approval forms, and begins job requisitions in Workday, for Research Assistants appointments. Is the timekeeper for graders, RAs and any other employee who submits hours on Workday.  Follows-up with Professors re. Workday approvals, renewal/termination of appointments, and ensures that funding is available.  Coordinates travel arrangements, schedules Speaker Series/ guest lecturers for the units.

• Assists with the administration of some research funds - pays invoices, reconciles financial statements and requests yearly financial statements as required. 

• Follows-up on financial transaction issues and ensures that Administrative Supervisor is kept up-to-date on these issues. In accordance with established policies and procedures, prepares financial payments of a routine nature for staff

• Requests yearly financial statements, if needed keeps records, inputs and verifies data pertaining payments.

• Assists with the organization and preparation of the Seminar Series and other events as required. Makes all arrangements relating to publicity, accommodation, schedule, and budget.

• Under the direction of the Administrative Supervisor, provides secretarial and administrative support for the academic/administrative activities of the Units. Coordinates the administrative activities of the Units.

• Provides day to day administrative support to the Administrative Supervisor which includes the writing, editing and proofreading of the manager’s routine correspondence relating to the Faculty/University or external units. Assists with the preparation of documentation and background material, which includes transcribing Department Meeting Minutes.   Also provides administrative support to the Student Affairs Team.

• Assists with daily office operations, as well as tracking keys, creating mailboxes, assisting course lecturers with office space, archiving material, etc.  Updates the websites for East Asian Studies and Languages, Literatures, and Cultures.  Liaises with Academics regarding course syllabi, office hours, etc.

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:
Experience in a frontline position serving cross-cultural customers and stakeholders. Experience providing administrative support in an office environment. Experience working in an educational setting, an asset. Excellent organizational skills and proven ability to multi-task in a team-oriented environment. Must possess strong customer focus and service-oriented skills. Excellent communication skills with a proven ability to clearly and effectively receive, retain and transmit information at all levels. Proven ability to work in a PC environment using word-processing, spreadsheets, databases, presentation software, email, Minerva and Banner (FIS, SIS). 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 (fluent) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.