Administrative Assistant

2 weeks ago


Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Faculty of Science - Office of Science Education

Position summary:
The Office of Science Education is a space for inquiry, collaboration, and innovation within the Faculty of Science. The mission of OSE is to create possibilities within the Faculty of Science for students, faculty and staff to deepen their curiosity about science education and experiment with ways to teach, learn and communicate science

Major responsibilities:
- Responsible for the smooth and efficient functioning of the daily operations and administration of the unit. Develop clear methods and procedures for the efficient running of the unit, in collaboration with the Director.- Resolve problems, recommends solutions and continuously looks for ways to improve the efficiency and effectiveness of the unit. Works closely with the Director and team to implement change.- Administer the unit budget and monitor expenses and recoveries of various accounts. Resolve discrepancies and financial compliance.- Assist with the various projects and initiatives for the unit. Oversee the planning and implementation of new projects/initiatives. Communicate the deliverables and ensures that new initiatives/projects are completed on time.- Assist with the administration of all the courses under the OSE Unit (i.e., FSCI 198, FSCI 396 and FSCI 500). This includes scheduling, course creation and content.- Support the student related activities pertaining to programs such as SciLearn, TEAM and Undergraduate Poster Showcase for the unit. Ensure all the logístical, peer mentoring sessions, training and other activities (e.g., webinars, brown bag sessions, guest speakers), program materials are complete and communicate with facilitators, speakers and/or participants.- Assist with the development and implementation of the programs offered under the OSE unit and provide annual review of all student programs. Make recommendations to improve the delivery of programs to students.- Update and maintain website and social media platforms (e.g. images, videos, reels for Facebook and Instagram). Create and distribute promotional material (event descriptions; infographics; Mercury posters) to McGill community (e.g., via student groups, McGill platforms, etc.). Create content for newsletter and determine the distribution method to the community.- Plan and oversee organization of meetings, conferences and special events. Prepares meeting agendas, takes minutes, and lead discussions. Is accountable for the administrative follow-up of business arising from meetings.- Organizes logístical and budget related activities for events. Ensures that student sponsored events follow procedures and satisfy requirements. Contact guest speakers and organizes accommodation and travel for events.- Administer the recruitment and hiring of all employee groups (i.e. Teaching Assistants, Academic Associates, Graduate Research Fellows, Science Education Fellows and Peer Mentors, Research Assistants, etc.). Ensure that all hiring complies with the provisions of collective agreements and University policies.- Supervise support staff. Plan, schedule and direct the work of staff in accordance with the unit's goals and objectives and monitor performance.- Compile various reports such as the Annual Report, Faculty Activity Reports, Cyclical, and similar reviews, and so forth- Undertake special projects as required.

Other Qualifying Skills:

- Minimum Education and Experience:

- DEC III 3 Years Related Experience /
Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Senior Academic Associate
Position End Date (If applicable):

2025-04-01
- Deadline to Apply:

- 2023-04-04
- ._



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