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Hiring Unit:

Student Housing & Hospitality Services
 

Position Summary:

Under the supervision of the Senior Director,  Student Housing and Hospitality Services (SDSHHS), ensure the efficient day-to-day operation of the Unit by providing administrative services, including organizing and planning committee  meeting requests,  files, preparing agendas and presentations,

analyze data for report preparations, taking and communicating meeting minutes.  Organize events and project-related work group activities. Implement administrative systems, procedures and policies while monitoring projects. The position is the first line of contact for incoming inquiries and regularly communicates on behalf of the Senior Director.

Primary Responsibilities:

• Responsible for the day-to day administration of the Office of Student Housing and Hospitality Services. Set office priorities and policies. In conjunction with the Senior Director, responsible for the development and implementation of administrative procedures to enhance the efficiency of the Office.
• Represent and/or accompany the SDSHHS to various meetings. Follow-up on and ensures appropriate implementation of decisions made by the SDSHHS and formulate recommendations.
• Administer projects keeping the SDSHHS abreast of new developments and changes.
• Research and, when necessary, drafts new protocols for the SDSHHS in conjunction with various McGill units.
• Foster good relationships with colleagues and units. Liaise with internal and external guests.
• Follow up and communicate information to Associate Directors on behalf of the SDSHHS.
• Responsible for an in-depth knowledge of the SDSHHS’ schedule. Working with the SDSHHS, plan their workday and ensure that appropriate time (for meetings, follow up, etc.) is scheduled into the agenda. Handle last minute requests/emergency situations.
• Organize, plan, oversee and troubleshoot arrangements (i.e., catering, reservations of rooms, etc.) for events and/or meetings.
• Compile materials required for meetings, events, etc. to ensure the SDSHHS is prepared/briefed prior to meetings, the timely preparation of agendas and the preparation and circulation of accurate meeting minutes.
• Write speaking notes for the SDSHHS, ensuring consistency in messaging and alignment with the Unit’s priorities.
• Draft agendas for meetings; compose, revise and distribute minutes. Act as Secretary and/or liaison to various committees. Perform follow-up with participants on decisions taken at meetings.
• Work in collaboration with the Marketing and Communications team to craft messages on behalf of the SDSHHS.
• Monitor and reconcile accounts; assist in the preparation of reports and statements.
• Compile and analyze statistics and data for inclusion in reports. Update documents and reports and preparations of presentations.
• Make travel arrangements for the SDSHHS, as required.
• Handle sensitive information in a confidential manner.
• Perform other related duties and participate in special projects, as required. 

Other Qualifying Skills And/Or Abilities:

• Undergraduate degree, preferred.
• Demonstrated ability to take responsibility and initiative to deliver results with minimum direction and oversight.
• Excellent communication skills, spoken and written, both in French and English (mandatory).
• Experience in domestic and international travel coordination.
• Background in hospitality or within a Faculty is an asset.
• Proficiency in MS Office and internet navigation.
• Demonstrated ability to adjust to changing priorities and deadlines and to problem-solve.
• Must be self-directed and able to work autonomously and as part of a team in a dynamic and deadline-oriented environment.
• Highly organized, self-motivated and able to manage multiple requests at a time with a strong sense of urgency.
• Composed under pressure with an ability to cope effectively with change.
• Excellent interpersonal skills with a proven ability to deal with confidential and/or sensitive situations with discretion, tact and diplomacy.
• Precision and detail-oriented, producing high quality accurate results.

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 # (qualifier) on a scale of 3-4.

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