Office Assistant C

McGill University; Auxy; Sur place; EUR 20 000 - 40 000; Temps partiel

Résumé du poste

A prestigious educational institution is seeking an Administrative Support representative for the Department of Medicine. This part-time role involves managing schedules, providing customer service, and assisting in planning events. Candidates must have a High School Diploma and 2 years of related experience. The role requires strong organizational skills and proficiency in tools like Minerva. This position offers an hourly salary of $16.66 with a commitment to equity and diversity.

Qualifications

• 2 years related experience in administrative support.
• Ability to work both autonomously and in a team.
• Must be willing to work in Quebec and authorized to work in Canada.

Responsabilités

• Serve as contact for scheduling and planning activities.
• Manage a complex agenda for departmental meetings.
• Provide high-level customer service to all clients.

Connaissances

Experience with processing expense reports

Social media management

Organizational skills

Attention to detail

Client focused and service oriented

Formation

High School Diploma

Outils

Minerva

McGill Market Place

Description du poste

Overview

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Hiring Unit: Department of Medicine

Position Summary

Act as liaison and representative of the Chair and members of the departmental leadership team (Associate Chairs and McGill Division Directors) for all issues related to scheduling, planning and extensive commitments. Performs and/or organizes activities in support of the daily operation by ensuring that administrative services are carried out in accordance with established goals and objectives.

• Provides administrative support and serves as the main contact for all issues related to scheduling, planning and the extensive commitment of the Chair and members of the departmental leadership team (Associate Chairs and McGill Division Directors).
• Plan, manage and deliver programs, events and competitions under the Associate Chairs’ portfolio.
• Manages a complex agenda for various departmental meetings chaired by the Departmental Chair and by members of the departmental leadership team. Ensures that meetings are scheduled in a timely manner, based on priorities.
• Provides high-level customer service in response to all requests, ensuring that a reply is given in a timely fashion to all clients, despite the perceived urgency of the request.
• Provides comprehensive follow-up and ensures no issues are left outstanding regarding correspondence, e-mails and requests. Anticipates difficulties, identifies problems, troubleshoots, develops procedures and ensures implementation of solutions.
• Deals with sensitive documents in a confidential and discrete manner. Assists in planning special events and departmental activities for the unit(s).
• Organizes and attends meetings, preparing, collating and distributing documentation in advance, takes minutes and ensures timely and comprehensive follow-up on issues arising from meetings.
• Coordinates with other members of the support staff team.
• Process expense reports related to events by the Chair, Associate Chairs and Divisional Directors.
• Performs various other duties related to the administrative functioning of the Chair’s Office and the portfolios of the departmental leadership team.

Other Qualifying Skills and/or Abilities

• Experience with processing expense reports, use of Minerva, and McGill Market Place.
• Experience with social media management.
• Ability to work autonomously and as part of a team.
• Demonstrated organizational skills and ability to multi-task.
• Excellent attention to detail. Excellent judgment, tact and discretion.
• Experience working with executive leadership in a university setting.
• Demonstrated ability to clearly transmit and receive information on the phone or in person.
• Must be client focused and service oriented with a proven ability to listen and speak with all client levels (internal and external).

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 on a scale of 0-4.

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

Minimum Education and Experience

High School Diploma 2 Years Related Experience

Hourly Salary:

(AMUSE C) $16.66

Estimated Number of Work Hours per Week

20 (Part time)

Position Start Date

2025-11-03

Position End Date

2026-05-02

Deadline to Apply

2025-11-10

This position is covered by the AMUSE collective agreement.

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, [e-mail].