Secretary
McGill University · University 3550 ·
- Employment
- Full time
- Category
- Administration
- Experience
- 1+ years
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Faculty of Science
Department of Physics, Trottier Space Institute
1 year contract
Why Join Us?
Join a dynamic research environment supporting the Director of the Trottier Space Institute. This role offers the opportunity to contribute to the smooth operation of a leading research institute while engaging with faculty, students, researchers, and partners from across the McGill community.
Learn more about the Trottier Space Institute.
Position Summary:
The incumbent will provide comprehensive support to the Director and members of the Trottier Space Institute (TSI), including but not limited to coordinating office administration, meetings, events, fellowship processes, and communications, while serving as a primary point of contact for faculty, students, visitors, and external stakeholders. The incumbent will ensure the efficient day-to-day operation of the Institute through effective organization, records management, and administrative support.
Major Duties and Responsibilities:
General Administration
- Serve as the first point of contact for visitors or new arrivals to TSI, provide them with a visitor's guide.
- Maintain TSI directory, in internal documents and on the website. Update printed directory once a year. Ensure the list of people on the TSI website is up to date, including photos. Update office nameplates.
- Serve as front-line administrator/receptionist for the TSI providing information to callers and visitors. Determine reason for call/visit and direct callers/visitors to appropriate TSI member(s).
- Serve as the primary contact person for reports of building concerns (e.g., repairs needed, issues with cleanliness, unwanted furniture, mail to previous building occupants). Report issues as appropriate to the Physics Building Director or take other action to remedy issues liaising with appropriate McGill facilities personnel as required. Keep track of reports made to Facilities & follow up on issues. Assist in campaigns to keep TSI building orderly and up-to-date.
- Maintain a directory of desk and office assignments, interface with Administrative Officer in the Department of Physics regarding desk assignments. Responsible for office keys in 3550 University.
- Schedule TSI faculty meetings and assist the Director in communicating with TSI faculty as needed. Take minutes at TSI faculty meetings and distribute them afterwards.
- Assist the Director and Program Administrator with their TSI-related tasks, including scheduling meetings and interfacing with external groups and people.
- Maintain a list of events, seminars, etc. that may be of interest to TSI members, and advertise them with posters for seminars and a weekly email to TSI members listing the events of interest in the coming week.
- Arrange catering for TSI events, including the daily afternoon tea and refreshments after the TSI seminars. Organize schedule for daily tea responsibilities.
- Book rooms for TSI seminars, public lectures, and other events.
- Assist TSI members in organizing conferences/workshops: room bookings, catering, registrations, and promotion of events.
Board Meetings
- Schedule and assist in the organization of the annual TSI Board meeting, including catering, travel arrangements, etc.
- Prepare documents for distribution to board (schedule, list of members, annual report)
- Take and distribute minutes.
Fellowships
- Assist the TSI Fellowship committee in contacting TSI faculty members to find out which students are eligible, tracking amounts awarded, and liaising with the Graduate Program Coordinators in member departments.
- Assist TSI Fellowship committee in advertising postdoc fellowships. Collate and distribute applications to TSI members.
- Assist in scheduling TSI Fellowship committee meetings, attend TSI Fellowship committee meetings, take & distribute minutes, and act as a resource person regarding Fellowship policies.
- Send out offer letters to Fellowship recipients, deal with inquiries, and other tasks associated with Fellowship awards.
Assistance to Specified Faculty
- Assist with processing travel expense reports for guests, invoices, FedEx, scheduling, travel booking, maintaining CVs, general admin.
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:
- Bilingual; excellent verbal and written communication skills, in both English and French.
- Demonstrated experience providing exceptional customer service to a diverse clientele, including academics, students, staff, and external stakeholders.
- Demonstrated initiative, organizational skills and excellent attention to detail.
- Strong planning, organizational, and time management skills; proven ability to prioritize, multi-task, and meet tight deadlines.
- Proven ability to work both independently and collaboratively as part of a team.
- Resourceful and adaptable, with the ability to exercise sound judgment and work effectively under pressure.
- Effective communication skills (ability to clearly transmit and receive information both in writing and verbally).
- Experience with records management and maintaining accurate documentation.
- Experience coordinating meetings, scheduling appointments, and managing calendars.
- Experience processing financial and administrative transactions, including expense reports, purchase orders, and reimbursements.
- Demonstrated proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint. Experience with updating websites.
- Familiarity with Workday, Banner, Minerva, MMP, or other administrative information systems is considered an asset.
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 #4 (qualifier) 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, [email protected].