Administrative Assistant

at  McGill University

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Earth Systems Administrative Unit
Position Summary:
Reporting to the Area Manager in the Earth Systems Administrative Unit, the manager of Student Affairs & Operations will lead and play a crucial role for the smooth operations for the Earth Systems unit. This role is responsible for fostering relationships and providing support to multiple units within the Faculty of Science as well as external organizations. Collaborative and support responsibilities include student affairs, finance, HR, communications, and physical resources.

Major Responsibilities:

• As part of the management team for a designated department, plans, develops and implements administrative procedures, policies, and processes in support of the unit.
• Provides leadership, professional advice, and functional guidance in shaping the unit’s mission in line with its values and culture.
• Resolves problems, recommends solutions, and continuously looks for ways to improve the efficiency and effectiveness of the supported units. Works closely with the manager and team to implement change.
• Responsible for supervising a team and overseeing the student affairs activities for the assigned departments.
• Responsible for managing the daily administrative activities relating to student affairs for 3 departments (Atmospheric and Oceanic Sciences, Earth and Planetary Sciences and Geography). Oversees the development, planning, implementation, and improvement of student affairs and advising procedures.
• Participates in the planning of course offerings with department Chairs for the academic year.
• Oversees various student-related activities for the departments such as: graduate recruitment, admissions, and registration processes, class scheduling, program and course changes and approves e-Calendar requests.
• Plans, develops, and delivers special events and projects related to Student Affairs: Discover McGill, Open House, departmental orientation sessions for undergraduate and graduate students, and teaching assistants, etc.
• Organizes and oversees the production of student affairs publications, website content, and other materials for departments
• Assists with the preparation and submission of Departmental reports.
• Responsible for keeping up to date on all University and Faculty policies that affect the Departments.
• Provides backup support for the HR and Finance related duties for the designated departments.
• Undertake special projects pending the needs of the department.

Other Qualifying Skills And/Or Abilities:

• Demonstrated experience in managing a unit and supervising unionized staff preferred.
• Ability to take initiative, think creatively, work independently and as part of a team, troubleshoot, and prioritize to meet deadlines.
• Highly organized and professional; excellent judgment; discretion; ability to take on a breadth of tasks and to make difficult decisions.
• Strong leadership, communication, and motivational skills.
• Demonstrated knowledge and understanding of University regulations, policies and procedures relating to Student Affairs.
• Demonstrated knowledge of finance and HR related activities.
• Ability to effectively communicate and interact with various levels of staff and academics.
• Excellent attention to detail.
• Knowledgeable in Microsoft Office Suite. Experience working with the following software is considered an asset: Workday, Banner, SIS, and Minerva.

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.

• As part of the management team for a designated department, plans, develops and implements administrative procedures, policies, and processes in support of the unit.
• Provides leadership, professional advice, and functional guidance in shaping the unit’s mission in line with its values and culture.
• Resolves problems, recommends solutions, and continuously looks for ways to improve the efficiency and effectiveness of the supported units. Works closely with the manager and team to implement change.
• Responsible for supervising a team and overseeing the student affairs activities for the assigned departments.
• Responsible for managing the daily administrative activities relating to student affairs for 3 departments (Atmospheric and Oceanic Sciences, Earth and Planetary Sciences and Geography). Oversees the development, planning, implementation, and improvement of student affairs and advising procedures.
• Participates in the planning of course offerings with department Chairs for the academic year.
• Oversees various student-related activities for the departments such as: graduate recruitment, admissions, and registration processes, class scheduling, program and course changes and approves e-Calendar requests.
• Plans, develops, and delivers special events and projects related to Student Affairs: Discover McGill, Open House, departmental orientation sessions for undergraduate and graduate students, and teaching assistants, etc.
• Organizes and oversees the production of student affairs publications, website content, and other materials for departments
• Assists with the preparation and submission of Departmental reports.
• Responsible for keeping up to date on all University and Faculty policies that affect the Departments.
• Provides backup support for the HR and Finance related duties for the designated departments.
• Undertake special projects pending the needs of the department