Administrative Assistant

at  McGill University

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Position Summary
Reporting to the Finance & Administration Manager, the Administrator provides support to the Finance & Administration Manager who provides leadership to the Unit’s Director, Associate Directors and Professionals of Teaching and Learning Services in all aspects of the HR and Finance operations. The Administrator is the contact person for the administrative and support staff with respect to matters related to HR and Finance.

Finance

• Processes and monitors a variety of accounting and budget transactions, for further approval by the Finance & Administration Manager. These include journal entries, advances, expense reports, supplier invoicing, accounts payable, accounts receivable and other functions;
• Provides procurement services to the Unit in compliance with Procurement policies. Compiles and reviews statistical and financial data for further analysis by the Finance & Administration Manager;
• Responds to inquiries and resolves issues related to the Unit’s administration of finances, in consultation with the Finance & Administration Manager;
• Liaises with internal partners regarding financial matters related to TLSWG, UTLWG and TLS special projects;
• Processes, monitors financial transactions of a smaller amount, for fund availability, restrictions and proper coding and submits them for approval by the Finance & Administration Manager;
• Provides financial and accounting services to the Unit;
• Reviews all expenditures, ensures compliance with University budget policies and financial procedures and reports any discrepancies to the Finance & Administration Manager for proper correction measures;
• Performs activities to support the daily operations of the Unit by ensuring that accounting and finance are carried out in accordance with established goals and objectives;
• Reconciles financial statements, reports any discrepancies and formulates recommendations to the Finance & Administration Manager for further resolution of the discrepancies;
• Administers funds in adherence to internal and external accounting policies and procedures and contract obligations;
• Administers teaching spaces and university teaching lab equip equipment operational funds as well as classroom and teaching lab major renovations capital funds budget, in consultation with the Finance & Administration Manager;
• Applies information received and selects the most appropriate procedure for performing accounting administration activities within pre-established guidelines;
• Verifies financial documents for completeness and compliance with University’s personnel policies and procedures and submits them to the Finance & Administration Manager for further approval;

Administration

• In consultation with the Finance & Administration Manager, reviews and updates existing HR and Finance processes for the Unit;
• Establishes and fosters effective working relationships by identifying needs and providing support to the Finance & Administration Manager in the delivery of services. Assesses and resolves problems. When appropriate, informs supervisor and formulates recommendations;
• Attends meetings, takes notes and undertakes follow-up actions in consultation with Finance & Administration Manager.

Human Resources

• With the Finance & Administration Manager, monitors physical and digital records related to the HR and Finance activities and maintains the Workday HRIS for the Unit;
• Performs and organizes activities to support the daily operations of the unit by ensuring that human resources functions are carried out in accordance with established goals and objectives with the Finance & Administration Manager;
• Implements administrative procedures or systems that are moderately complex in support of Unit’s HR and Finance operations and ensures activities meet or exceed established quality requirements.
• In consultation with the Finance & Administration Manager, provides information to administrative and support staff with respect to a variety of human resources policies and procedures.
• With the Finance & Administration Manager, monitors compliance with collective agreements, and provides explanations to support staff;
• In consultation with the Finance & Administration Manager, calculates maternity leaves and STD leaves replacement payouts and submits requests for further approval by the Finance & Administration Manager and further transmission to Human Resources;
• Administers documentation pertaining to compensation, records, payroll for various groups including academic, management and support staff;
• Provides support to the Finance & Administration Manager in regards to all aspects of recruitment cycle;
• Prepares draft requests for postings and web postings, to be validated by the Finance & Administration Manager;
• Administers appropriate standardized tests to candidates, conducts preliminary interviews and, in consultation with the Finance & Administration Manager, refers top candidates to hiring managers;
• Assists the Finance & Administration Manager in the development of processes as well as the review and update of existing processes;
• Drafts various documents including generating offer letters and appointment forms for validation by the Finance & Administration Manager and further signature by TLS Director, and managers
• Drafts documents on specific HR matters for validation by the Finance & Administration Manager and further signature by the Director, TLS;
• Assists the Finance & Administration Manager in the on-boarding and orientation process of new hires, as well as their off-boarding;
• Maintains employee information on Workday HRIS, including on probationary and trial period dates and in consultation with the Finance & Administration Manager, ensures follow–up with supervisors;
• Assists the Finance & Administration Manager with the processing of documents related to the annual salary policies;
• Gathers files for grievances, arbitrations or disciplinary administrative cases and submits them to the Finance & Administration Manager for further analysis and recommendations of appropriate measures for resolving HR matters;
• Regularly confers with Finance & Administration Manager in order to plan ahead and administer support needs;
• Perform other related duties.

What’s in it for you?

• Diverse and inclusive work environment
• Paid time off (Vacation, Summer Fridays off, Statutory Holidays, Personal Days)
• Employer’s contribution to Supplemental Health and Dental Insurance Coverage
• Employer’s contribution to the Pension Plan
• Hybrid work model
• Professional development and health and well-being programs
• Educational Assistance Program
• Employee and Family Assistance Program
• Staff fitness Program
• Internal career advancement opportunities

To apply, please submit your complete application via Workday, including your cover letter and CV no later than November 3rd, 2024.
Before applying, please consult guidelines for
internal candidates
(employees with a current active employee in Workday) or as need be,
external candidates
(all other candidates) to ensure successful completion and submission of your application. Should you have any questions, please contact
sydnee.goodrich@mcgill.ca
.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
Annual Salary:
(MPEX Grade 03) $61,070.00 - $71,850.00 - $82,630.00
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)
Hours per Week:
33.75 (Full time)
Supervisor:
Finance & Administration Manager
Position End Date (If applicable):
2026-01-30
Deadline to Apply:
2024-11-03
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.

Please refer the Job description for details