Administrative Manager

at  McGill University

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Position Summary:
Reporting directly to the Chair of the Department of Educational and Counselling Psychology, the Administrative Manager will provide efficient and effective management to the department in accordance with the department’s goals and objectives, while ensuring coherence with the University’s mission and culture. The incumbent directly manages a team of employees. Plans, develops, and implements business processes and policies for the unit. Provides a liaison function with other units and with external organizations. Performs various activities related to finance, human resources and physical resources management. Works with the Chair for the hiring and recruitment of Academic Staff, Contract Academic Staff (CAS) Course lecturers, Teaching Assistants, Research Assistants\Associates, Post-Doctoral Fellows and other casual employees. Interprets and applies University regulations, policies, and guidelines.
Primary Responsibilities:

Operations:

• Manages business activities of the unit ensuring that the quality of the work, procedures and processes in place serve the department, faculty and the university community appropriately;
• Streamlines and standardizes all aspects of operations;
• Responsible for the smooth functioning of the Department of Educational and Counselling Psychology; the Psychoeducational and the Counselling Clinic, the Assessment Materials Resource Centre (AMRC) and other unit resources;
• Participates in budgetary planning and recommends budget allocations, prepares and submits the annual operating budget of the department;
• Represents the department and liaises with faculty and or University administration to ensure maintenance and smooth operations of the department;

Supervision:

• Directly manages a team of employees;
• Participates in the hiring process, onboarding and training of clerical staff;
• Develops and structures workflow, verifies work;
• Conducts performance evaluations throughout the year via regular meetings, and adjust target objectives, as needed;
• Approves absences and vacations requests.

Procedures:

• Meets on a regular basis with administrative staff 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;
• Recommends, develops, implements and tracks new business procedures, policies and processes that support the strategic direction of the department, and to lead the unit through significant change;
• Organizes and participates in department meetings;

Academic Staff recruitment

• In collaboration with Chair oversees and manages the recruitment and hiring of Academic Staff, Contract Academic Staff (CAS), Course Lecturers, Teaching Assistants, Research Assistants/Associates, Post-Doctoral Fellows and other casual employees. 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.;
• Makes recommendations regarding organizational structure and resource requirements (staffing, space and budget);
• Analyze administrative problems, determine course of action, and provide advice to department head on problem resolution;
• Oversees the recording of detailed minutes at meetings, makes decisions and ensures follow-up and implementation of agreed decisions;
• Liaises with faculty HR Office and unions as required;
• Liaises with faculty administration and unions on matters directly affecting the department.

Other Qualifying Skills and/or Abilities

• Demonstrated organizational skills with experience in managing a unit and supervising unionized staff. Experience in employee and labor relations in a unionized environment
• Proven experience with management of complex, multi-faceted agendas, and teams
• Demonstrated creativity resolving problems and managing conflict. Ability to work within a matrix organization with multiple points of service. Ability to influence decisions, make and find solutions to complex problems
• Strong communication skills (written and verbal) and ability to interact positively and effectively on a professional level with internal and external stakeholders in both French and English
• Project management skills is an asset
• Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities
• Must be able to demonstrate a high level of initiative, independence, professionalism and discretion at all times
• Possesses superior attention to detail
• Proven flexibility to adapt to tight deadlines, frequent changes and demands. Meticulous in documenting follow-up actions regarding ongoing files
• Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets and presentation software. Strong command of computer applications (Microsoft Office applications such as Word, Excel, PowerPoint, Teams) in addition capacity to learn new platforms and train others with ease
• Experience in budget forecasting and data analysis. Experience with Banner (SIS/FIS), Minerva (SR Admin/FAA Admin/Finance), Workday, and McGill financial reporting is an asset
• Knowledge of University policies and procedures is an asset.
• 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) $63,810.00 - $79,760.00 - $95,710.00
Job Profile:
MPEX-ADM2A - General Administration - Professional 2
Hours per Week:
33.75 (Full time)
Supervisor:
Associate Professor
Position End Date (If applicable):
2026-01-09
Deadline to Apply:
2025-01-28
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