Administrative Manager

at  McGill University

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Position Summary:
Reporting to the HR Advisor, the Administrative Manager is responsible for the planning and management of operations of the Education and Counselling Psychology (ECP) department as well as the Counselling clinic, the associated research and teaching labs. Directly supervises a team of clerical, and professional employees. The planning and management will include, but not limited to finance, human resources, communications, student affairs, physical resources to support the mission and strategic direction of the department ensuring all objectives as well as teaching, research and administration needs are met.

Primary responsibilities:

• Plans and manages the day-to-day, monthly, quarterly and annual operations of the Education and Counselling Psychology (ECP) department, Counselling clinic and associated Research labs and teams;
• Streamlines and standardizes all aspects of department, clinic and associated labs operations. Recommends, develops and implements new administrative procedures that support the strategic direction of ECP and lead the department to significant change. Works with Chair, the Graduate Programs Directors and Clinic Director to develop and implement new initiatives to support the vision and strategic direction of the department;
• Plans, prepares and submits the department annual operating budget, and other budgets for capital, endowment related funds and philanthropic funding;
• Analyzes the financial operations of the department’s teaching and research laboratory activities, advises the Chair and provides recommendations to the Faculty finance leadership for new and existing programs and special initiatives;
• Reviews department and associated labs budgets and expenditures on regular basis and advises the Chair and Research Directors regarding budget reallocations and expenditures;
• Develops and prepares reports on financial/accounting functions for the department through its operating, capital equipment and alterations allocations and other related budgets;
• Manages the recruitment of all administrative and administrative support staff as well as Course lecturers, Teaching Assistants, Graders, Guest Lecturers, Visiting Professors/Scholars, Research Assistants and Associates and Postdoctoral Fellows. Responsible for ensuring that all hiring complies with the provisions of collective agreements, University policies and labour standards, including administrative processes related to immigration for some groups;
• In collaboration with Chair manages the recruitment and hiring of all tenure and non-tenure track academic staff including Contract Academic Staff (CAS);
• Manages clerical, management staff as well as Counselling clinic staff and the regular Research Assistants and Associate associated with the department research labs and teams. Trains and evaluates staff as well as is accountable for the work of administrative staff within the department and associated Research Labs and teams;
• Provides professional expertise to Administrative Officers and Supervisors across the Faculty on the matters related to the hiring of unionized and non-unionized academic staff. Advises faculty and sessional academic staff on selection of TAs and graders. Acts as back up for Administrative Supervisors in the academic departments across the Faculty;
• Plans and manages large-scale events and series, including the invitation, organizing flights, accommodations and payments for guest speaker/keynote speakers. Plan annual Departmental Retreat as well as monthly departmental meetings;
• Prepares the department annual report as well as administrative reports at all departmental meetings, with recommendations and solutions, as needed;
• Evaluates, plans and manages the space, IT and equipment needs of the department as well as the Counselling clinic and associated research labs including new construction. Conducts space audits with Faculty senior leadership regarding increased space needs. Plans and negotiates with the Associate Dean for the creation and modification of office space for new Faculty;
• Ensures student affairs services and activities are provided and academic deadlines are met.
• Represents and negotiates on behalf of the department with internal (Graduate Studies, Academic Personnel Office, Finance, Procurement) and external stakeholders (Ministry of Education, Immigration Canada, contractors) and sits on department (Executive Committee) and Faculty committees;

Minimum Education and Experience:
Bachelor’s Degree 3 Years Related Experience /
Annual Salary:
(MPEX Grade 04) $63,810.00 - $79,760.00 - $95,710.00
Job Profile:
MPEX-ADM2A - General Administration - Professional 2
Hours per Week:
15 (Part time)
Supervisor:
Human Resources Advisor
Position End Date (If applicable):
2025-04-30
Deadline to Apply:
2024-11-01
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.

• Plans and manages the day-to-day, monthly, quarterly and annual operations of the Education and Counselling Psychology (ECP) department, Counselling clinic and associated Research labs and teams;
• Streamlines and standardizes all aspects of department, clinic and associated labs operations. Recommends, develops and implements new administrative procedures that support the strategic direction of ECP and lead the department to significant change. Works with Chair, the Graduate Programs Directors and Clinic Director to develop and implement new initiatives to support the vision and strategic direction of the department;
• Plans, prepares and submits the department annual operating budget, and other budgets for capital, endowment related funds and philanthropic funding;
• Analyzes the financial operations of the department’s teaching and research laboratory activities, advises the Chair and provides recommendations to the Faculty finance leadership for new and existing programs and special initiatives;
• Reviews department and associated labs budgets and expenditures on regular basis and advises the Chair and Research Directors regarding budget reallocations and expenditures;
• Develops and prepares reports on financial/accounting functions for the department through its operating, capital equipment and alterations allocations and other related budgets;
• Manages the recruitment of all administrative and administrative support staff as well as Course lecturers, Teaching Assistants, Graders, Guest Lecturers, Visiting Professors/Scholars, Research Assistants and Associates and Postdoctoral Fellows. Responsible for ensuring that all hiring complies with the provisions of collective agreements, University policies and labour standards, including administrative processes related to immigration for some groups;
• In collaboration with Chair manages the recruitment and hiring of all tenure and non-tenure track academic staff including Contract Academic Staff (CAS);
• Manages clerical, management staff as well as Counselling clinic staff and the regular Research Assistants and Associate associated with the department research labs and teams. Trains and evaluates staff as well as is accountable for the work of administrative staff within the department and associated Research Labs and teams;
• Provides professional expertise to Administrative Officers and Supervisors across the Faculty on the matters related to the hiring of unionized and non-unionized academic staff. Advises faculty and sessional academic staff on selection of TAs and graders. Acts as back up for Administrative Supervisors in the academic departments across the Faculty;
• Plans and manages large-scale events and series, including the invitation, organizing flights, accommodations and payments for guest speaker/keynote speakers. Plan annual Departmental Retreat as well as monthly departmental meetings;
• Prepares the department annual report as well as administrative reports at all departmental meetings, with recommendations and solutions, as needed;
• Evaluates, plans and manages the space, IT and equipment needs of the department as well as the Counselling clinic and associated research labs including new construction. Conducts space audits with Faculty senior leadership regarding increased space needs. Plans and negotiates with the Associate Dean for the creation and modification of office space for new Faculty;
• Ensures student affairs services and activities are provided and academic deadlines are met.
• Represents and negotiates on behalf of the department with internal (Graduate Studies, Academic Personnel Office, Finance, Procurement) and external stakeholders (Ministry of Education, Immigration Canada, contractors) and sits on department (Executive Committee) and Faculty committees