McGill University Hiring for Administrative Assistant (NU) Job at Montreal Full Time

Position Summary:

Responsible for providing a high level of organizational and administrative support to the Assistant Vice-Principal (Financial Services), and for contributing to the smooth and efficient operation of his Office in support of its priorities.

Primary Responsibilities:

• Primary responsible for planning and managing the calendar of the AVP to optimize the use of her time. Plan schedule with a view to prioritizing events and meetings; make judgments about juggling and deferring meetings when urgent matters arise and about referring requests and inquiries to other offices for prompt attention and response.
• Anticipate and deliver support (schedule, briefings, logistical arrangements, travel and personal) to allow the AVP to operate at her highest ability and to advance the priorities of her portfolio.
• Manage AVP’s incoming & outgoing correspondence and related functions.
• Respond on behalf of the AVP, recommending solutions, flagging deadlines and other time-sensitive information and perform follow-up actions as required. Ensure accuracy, quality and timeliness. Coordinate the distribution, tracking and back-up of documents requiring the AVP’s signature (invoices, contracts, agreements, etc.).
• Work closely with other colleagues in the office – and other offices as appropriate – to ensure that the AVP is properly briefed and prepared for all meetings and events, including Board-related activities and external meetings. (Offices include Principal’s Office, VP A&F, Office of the Provost, University Services, Faculties, and external organizations such as other universities, MELS, Financement Quebec, CREPUQ, Credit Agencies, Deloitte and Touche, etc.).
• Follow up, independently and to completion, on numerous action items related to events, meetings and inquiries.
• The incumbent is expected to bring both autonomy and good judgment to decisions about disseminating and collecting information
• Assist in the preparation of various reports and statements (including university reports, the Financial Statement Analysis Report, Financial Report to the Board of Governors). Responsible for layout of report; edits text, coordination to final production.
• Participate in special projects by researching, analyzing and summarizing findings, including Federal Indirect Costs, Hospital Teaching costs, MELS funding, Bill 95, RFA, Energy Reports, CAUBO Report, etc.
• Establish procedures and/or controls related to office filing, archiving systems, and committee documents.
• Supervise one part-time casual staff. Record staff absences and vacation requests in Workday for the Office of the AVP.
• Maintain committee binders and ensure accuracy of information, e.g. agendas, and related documents.
• Prepare and/or assist with development of presentations and documentation for use by AVP (e.g. Moody’s, Standard and Poors, New Deans and Directors Retreat, Board of Governors, Audit and Finance, Senate, P7).
• Manage tracking system for all cheques requiring signature by the AVP and the VP (Administration and Finance) and Procurement Services.

Other Qualifying Skills and/or Abilities

Proven experience with management of complex agenda. Demonstrated organizational skills, attention to detail and ability to multi-task. Demonstrated ability to work independently and as part of a team. Demonstrate a high level of professionalism and discretion at all times. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets, Banner, Minerva, Workday and other related software. English and French, spoken and written.

DEC III 3 Years Related Experience /

(MPEX Grade 03) $51,190.00 – $76,770.00

33.75 (Full time)

Associate Vice-Principal (Financial Services)

10/31/2022

10/09/2021