Administrative Officer

Administrative Officer

Requirements

• Strong spoken and written communication skills, with the ability to respond to critical issues with sensitivity and good judgment.
• Exceptional attention to detail required to prepare documents that are consistently of the highest quality in terms of content, format, and design.
• Demonstrated professionalism and discretion, and exceptional interpersonal and networking skills.
• Knowledge of McGill University policy and regulations, and interest in academic governance is an asset.
• Service-oriented and the ability to establish productive working relationships quickly with staff at all levels of the University.
• Exceptional organizational skills, the ability to prioritize tasks and handle stress in a high-volume office to meet deadlines.
• Demonstrated organizational skills and resourcefulness, and the ability to analyze information, solve problems, and provide recommendations and solutions.
• Demonstrated proficiency with Microsoft Office 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and OneNote.
• Knowledge of Minerva, McGill Marketplace (MMP), and Workday is an asset.
• Fully bilingual in French and English.

Responsibilities

• Plans, develops and implements business procedures, policies and processes to maximize support to the OVPAF.
• Provides detailed information and explanation on policies and procedures related to area of responsibility. Resolves problems within area of responsibility.
• Under the oversight of the Associate Director, Governance and Compliance, prepares documents, develops templates, and researches information on related topics. Compiles information, make recommendation on course of action.
• Liaise with internal stakeholders, including but not limited to, members of VPAF units and secretariat.
• Investigates and follows up on issues and action items within area of responsibility.
• Under the oversight of the Associate Director, Budget Efficiencies, performs accounting functions for the unit while ensuring compliance with University and OVPAF policies and financial procedures.
• Leads the planning of large meetings and special events for the unit. Manages the logistics of invitations, catering, venue, speakers, and other related details). Acts as contact person with the representatives for the event.
• Manages the IT needs for the unit. Ensures that laptops and computers are assigned for new hires and replacements are available. Keeps track of issues and costs, etc.
• Responsible for the essential supplies for the unit, purchases and order office supplies as required. Keeps an inventory of stationary, and office and kitchen supplies.
• Plans and manages the physical resources of the area. Works with Facilities Management service units for the provision of required services to the office, such as maintenance and security. Supports the planning and organization of office moves and other logistics issues.
• Attends meetings as assigned. Prepares the agenda; takes minutes and follows up on decisions within area of responsibility.
• Responsible for managing the office and recommends procedural changes to enable the office to function more effectively. Analyses administrative problems and recommends courses of action to Associate Director, Governance and Compliance on problem resolution.
• Performs other related duties and participates in special projects, as required.

Preferred Qualifications

• Knowledge of Minerva, McGill Marketplace (MMP), and Workday is an asset.