Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). Position Summary: Under the direction of the immediate supervisor, the incumbent oversees the day-to-day operations of the unit and makes recommendations to improve unit efficiency. May organize, distribute and verify the work of a small group. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Major Duties and Responsibilities: Oversee daily unit operations, set priorities and schedules, implement and improve procedures, and follow up on decisions. Serve as a resource on policies, resolve complex issues, prepare files and documentation, manage correspondence, and support publication of departmental materials. Prepare and manage budgets, monitor and reconcile accounts, resolve discrepancies, and produce financial reports. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request. Support the Associate Dean and Academic Planning Committee by assisting with course revisions, preparing reports, and managing related administrative documentation. Serve as the primary liaison with FMAS for cleaning, maintenance, repairs, shutdowns, and renovations. Communicate building policies, maintain occupancy records, manage key and card access (including after-hours access), and support emergency preparedness, fire drills, inspections, and safety communications. Work with Space Management Coordinators to track space usage, conduct space verifications, update space inventory data, and report changes. Coordinate temporary space assignments for events in alignment with building policies. Manage the supervisor’s agenda, schedule appointments, organize meetings and events, prepare agendas and materials, take minutes, and follow up on action items. Respond to inquiries from callers and visitors, provide information, and direct them to appropriate contacts. 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. Other Qualifying Skills and/or Abilities: Proven ability to work autonomously and effectively in a fast-paced environment, managing multiple tasks, shifting priorities, and urgent requests with accuracy and efficiency. Strong organizational, prioritization, and communication skills, with the ability to stay focused, aligned with team members, and adaptable to rapid changes. Demonstrated capacity to provide responsive customer service and be solution-oriented in a high-pressure environment. Maintains professionalism when navigating complex and sensitive situations. Demonstrated experience with space and building coordination. Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, punctuation and formatting. Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings. Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally. Demonstrated ability to work autonomously and as a member of a team. Demonstrated discretion in dealing with confidential information. Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the Internet. Knowledge of French and 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. Additional Information: This is a temporary position (1 year) The incumbent will have to work onsite 5 days a week. Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies Hourly Salary: (MUNACA Level G) $31.19 - $38.65 Hours per Week: 33.75 (Full time) Supervisor: Senior Advisor to the Dean Position End Date (If applicable): 2026-10-30 Deadline to Apply: 2025-12-14 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. Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.