Administrative Officer

1 month ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Reporting directly to the Chair of the Department of Integrated Studies in Education, the incumbent will provide efficient and effective administration to the department, in support of teaching, research and administration, in accordance with the department's goals and objectives, while ensuring coherence with the University's mission and culture. Plans, develops and implements administrative processes and policies for the department. Develops administrative standards, practices and systems. Provides a liaison function with other units and with external organizations. Supports activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Interprets and applies University regulations, policies and guidelines. Performs functions related to planning and institutional analysis.

Primary Responsibilities:
Operations
- Manages administrative activities of the unit ensuring that the quality of the work the procedures and processes in place serve the department, faculty and the university community appropriately;
- Streamlines and standardizes all aspects of operations;
- Responsible for the administrative operations, day-to-day management and smooth functioning of the Department of Integrated Studies in Education, including the Office of First Nations and Inuit Education (OFNIE);
- Supervises and initiates BSAC/ MINERVA/WORKDAY transactions with faculty HR and FST manager to ensure compliance on payments and documentation;
- Participates in budgetary planning and recommends budget allocations, prepares and submits the annual operating budget of the department;
- Oversees the production of marketing materials on the department, its programs, faculty research activities and other events, including the management of the Department's various websites;
- Represents the department and liaise with Faculty and or University administration to ensure maintenance and smooth operations of the department.

Supervision - HR
- Supervises a team and evaluates progress of assignments in a fair and equitable manner;
- Supervises support staff and ensures a positive and effective working environment;
- Performs several HR functions, including workload allocation, performance management, conflict resolution and departmental organizational structure;
- Plans, schedules and directs workload, and monitors performance and unit objectives;
- Liaise with Facultyadministration and unions on matters directly affecting the department.

Procedures
- Reviews issues and provides advice and solutions to problems;
- Meets on a regular basis with administrative teams to ensure consistency, equity and compliance;
- Identifies and participates in continuous improvement initiatives to maximize unit’s effectiveness;
- Performs needs analyses and identifies appropriate training for the administrative staff;
- Collects and analyzes data and prepares departmental annual report, cyclical reviews, and other reports as directed by the Chair. Responds for requests for data and reports from Faculty/University administration;
- Recommends, develops, implements and tracks new administrative procedures, policies and processes that support the strategic direction of the department, and to lead the unit through significant change.

Administrative
- Supports the Chair in the preparation of business cases, policies and procedures;
- Makes recommendations with regards to resources requirement (space and budget);
- Plans and reviews outgoing communication with all faculty members in the department on behalf of the department chair;
- Organizes and participates in department meetings;
- Oversees the recording of detailed minutes at meetings, makes decisions and ensures follow-up and implementation of agreed decisions;
- Liaises with Faculty administration and unions on matters directly affecting the department;
- In collaboration with Chair oversees and manages the recruitment and hiring of all CAS, Course Lecturers, TAs, RAs, graders, postdocs and other casuals. Responsible for ensuring that all hiring complies with the provisions of collective agreements, University policies and labour standards. Liaises with Faculty HR Office and unions as required.
- In collaboration with Chair, manages academic workload. Assists with the recruitment of the academic staff. Flags to the Chair the academic staff progression from recruitment to retirement.

Other Qualifying Skills and/or Abilities

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
- Minimum Education and Experience:

- Bachelor's Degree 3 Years Related Experience /
Annual Salary:

(MPEX Grade 04) $62,550.00 - $78,190.00

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