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Position Summary:
Under the direction of the Area Manager, the Administrative Supervisor will develop and implement administrative procedures, policies and processes to support the Administrative Service Center (ASC)’s goals and objectives, relations with other University units and external organizations, and the University's overall mission of teaching and research. The Administrative Supervisor will perform and/or organize activities in support of the ASC’s daily operations.
Primary Responsibilities:
Under the direction of the Area Manager, the Administrative Supervisor will develop and implement administrative procedures, policies and processes to support the Administrative Service Center (ASC)’s goals and objectives, relations with other University units and external organizations, and the University's overall mission of teaching and research. The Administrative Supervisor will perform and/or organize activities in support of the ASC’s daily operations.
Primary Responsibilities:
GENERAL FUNCTIONS
- Directly supervise a MUNACA employee and AMUSE employees. Participates in hiring, organizes, and verifies the work, and participates in their training. Approves vacation and tracks absences.
- Regularly confers with the immediate supervisor to plan administrative support needs.
HUMAN RESOURCES
- Processes recruitments and appointments in WORKDAY for CAS ranked & unranked employees (Visiting Professors, Adjunct Professors, Academic Associates, Faculty Lecturers), Course Lecturers, and Research Assistants
- Participates in the administration of the unit, e.g., recruitment, hiring, onboarding, offboarding, and other workday-related tasks (job postings, processing terminations, candidate management, generating offer letters, salary and wage adjustments, reporting and data management)
- Provide detailed information on policies as they relate to Academics, Postdocs, Course Lecturers, Research Assistants, leaves, and work permits
- Acts as a resource on issues related to AMUSE, AMURE and MCLIU; liaises with union McGill Labor Relations to resolve disputes related to collective agreements (AMURE, AMUSE, MCLIU)
- Completes offer of employment dossiers for work permits on CIC website
- Prepares advertisements, maintains personnel files, processes sabbaticals and other leaves; creates academic appointments for new hires
- Assists with activities related to the annual salary policies
- Assists in the implementation of human resource initiatives/programs/policies at the department level introduced by the Faculty and/or the University
- Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
OPERATIONS
- Assesses and resolves administrative problems related to building issues for 3661 Peel, Birks Building, Morris Hall (security, Facilities Operations, AAM Lenel card readers, etc.). Follow up with appropriate offices to ensure effective resolution.
- Administers physical resources of the ASC or buildings (3661 Peel, Birks, Morris Hall) and ensures compliance with University and government regulations.
- In collaboration with the Area Manager, the incumbent maintains space inventory and interacts with facilities service units for the provision of required services to the building such as minor renovations, security, emergency responses, safety, etc.
- Act as back-up for inventory monitoring including stationery, software license acquisitions and distribution, office and electronic and audiovisual equipment.
- Act as back-up for the organization of meetings, conferences, and colloquiums, travel arrangements. Act as back-up to the Administrative Coordinator to: attend meetings and records and distributes minutes, contacts participants and books meeting rooms, and assists with preparation of agenda.
- Updates, prepares and administers publication of documents such as publicity brochures, departmental handbooks, and annual reports either in print or on the website. Drafts correspondence and other short documents of a complex nature. Organizes the production of publication of departmental reviews and other materials like the Cyclical Review Reports.
Other Qualifying Skills and/or Abilities
- Must be client-focused and service oriented, with a proven ability to interact with people at all levels.
- Must be highly confidential in dealing with clients, dossiers and correspondence and have the ability to deal with sensitive information.
- Experience in Human Resources as it pertains to Academic staff and Student Affairs is an asset.
- Experience working with budgets and other financial transactions.
- Demonstrated organizational skills, attention to detail, and the ability to coordinate, prioritize and handle multiple files.
- Demonstrated experience in organizing events and/or conferences.
- Proven skills in planning, organizing, leading an implementing special project. Ability to take and produce accurate meeting minutes.
- Proven ability to work independently and as part of a team.
- Ability to work in a PC environment using MS Word, Excel, PowerPoint, Outlook e-mail and the internet.
- Experience with Workday.
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 on a scale of 0-4.
For a definition of our language proficiency levels, please click
here
.
Minimum Education and Experience:
Annual Salary:
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)
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, .
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