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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 first point of contact for the Teaching Departments. Acts as resource person regarding academic policies and procedures (including, students, teaching assistants, instructors, faculty, and work-study eligible students, etc). Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
Provides administrative support to the Departments of Music Research and Music Performance.
Coordinates administrative processes relating to examinations, including scheduling room bookings, liaises with Exams unit, receives and compiles information and submissions given by the Professors. Provide support for practical exams procedures, as needed. Schedules the Marianopolis auditions.
Assists with student registration and grade entry (practical instruction and/or practical exams). Refers to Scheduler and/or Student Affairs Office as appropriate. Receive and compile panelist reports. Assists with course evaluation procedures. Ensure follow-up according to procedures. Performs other related data entry as required. Performs Workday tasks as required.
Organizes and attends various meetings and/or events. Assists with the preparation of the agenda. Takes minutes and follows up as required.
Assists in the preparation of the departmental class schedules; Assists with preparation of contracts for part-time staff, workload letters and related documentation for staff.
Assists with arrangements for academic recruitment; Makes travel arrangements, as well as submits expense reports.
Compiles information, updates, formats, and edits unit publications and internal documents for grammar and accuracy. Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating web pages and updates related databases as required. Notes required actions and ensures follow-up.
Supports other Music units during peak periods (such as registration and exams) and covers the front desk when needed. Performs other duties as required.
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:
Demonstrated organizational skills and ability to multi-task. Attention to detail.
Ability to prioritize and meet deadlines. Demonstrated ability to clearly transmit and receive information. Proven ability to write and edit correspondence and reports using appropriate spelling, grammar and punctuation. Demonstrated ability to work in a PC environment using spreadsheets, databases and word-processing applications and email. Experience with an academic environment specific to a music school, an asset. English and French, spoken and written.
As one of Montreal's Top Employers, here is what we offer:
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:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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, accessibilityrequest.hr@mcgill.ca.