Administrative Supervisor

at  McGill University

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Position Summary:
Under the direction of the Area Manager, plan, and implement administrative procedures, policies and processes to support the goals and objectives of the Departments of Anthropology, History and Classical Studies, Jewish Studies and Sociology and the University’s overall mission of teaching and research; foster relationships with other University units and external organizations.

Primary Responsibilities:

• Perform and/or organize activities in support of the daily operations of the unit, by performing activities related to finance, HR and general administration. Processes recruitments and appointments in WORKDAY for CAS ranked & unranked employees (Visiting Professors, Adjunct Professors, Academic Associates, Faculty Lecturers), Course Lecturers, and Research Assistants
• Participates in the administration of the unit, e.g., recruitment, hiring, onboarding, offboarding, and other workday-related tasks (job postings, processing terminations, candidate management, generating offer letters, salary and wage adjustments, reporting and data management)
• Advises on policies as they relate to Academics, Postdocs, Course Lecturers, Research Assistants, leaves, and work permits
• Acts as a resource on issues related to AMUSE, AMURE and MCLIU; liaises with union McGill Labor Relations to resolve disputes related to collective agreements (AMURE, AMUSE, MCLIU)
• Completes offer of employment dossiers for work permits on CIC website
• Prepares advertisements, maintains personnel files, processes sabbaticals and other leaves; creates academic appointments for new hires
• Assists with activities related to the annual salary policies
• Assists in the implementation of human resource initiatives/programs/policies at the department level introduced by the Faculty and/or the University
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
• Assesses and resolves administrative problems related to building issues for Leacock, Peterson Hall, Ferrier (security, Facilities Operations, AAM Lenel card readers, etc.). Follows up with appropriate offices to ensure effective resolution. Act as Fire Monitor for the Leacock Building.
• Administers physical resources of the ASC or buildings (Leacock, Peterson Hall, Ferrier) and ensures compliance with University and government regulations.
• In collaboration with the Area Manager, the incumbent maintains space inventory and interacts with facilities service units for the provision of required services to the building such as minor renovations, security, emergency responses, safety, etc.
• Establishes and monitors inventory including stationery, software license acquisitions and distribution, office and electronic and audiovisual equipment.
• Oversees and ensures service contracts are updated and maintained with external organizations
• Oversees the organization of meetings, conferences, and colloquiums. Makes travel arrangements. Attends meetings and records and distributes minutes. Contacts participants and books meeting rooms. Assists with preparation of agenda.
• Updates, prepares and administers publication of documents such as publicity brochures, departmental handbooks, and annual reports either in print or on the website. Drafts correspondence and other short documents of a complex nature. Organizes the production of publication of departmental reviews and other materials like the Cyclical Review Reports.

Other Qualifying Skills and/or Abilities:
Demonstrated organizational skills and ability to multi-task. Demonstrated ability to prioritize and to meet weekly and monthly deadlines. Proven ability to compose correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated ability to adapt to change. Demonstrated ability to foster a collaborative environment and proven ability to deal with people at all levels. Ability to work autonomously and as part of a team. Demonstrated accuracy and attention to detail. Must be client focused and service oriented. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets, presentation software and knowledge of web maintenance. Knowledge of programs such as MMP, CMMS, Banner and applications, Microsoft office suite particularly Excel (level: intermediate) and Powerpoint, and Workday. Bilingual in English and French.
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 (fluent) on a scale of 0-4.
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:
Area Manager
Position End Date (If applicable):
Deadline to Apply:
2024-11-07
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.

• Perform and/or organize activities in support of the daily operations of the unit, by performing activities related to finance, HR and general administration. Processes recruitments and appointments in WORKDAY for CAS ranked & unranked employees (Visiting Professors, Adjunct Professors, Academic Associates, Faculty Lecturers), Course Lecturers, and Research Assistants
• Participates in the administration of the unit, e.g., recruitment, hiring, onboarding, offboarding, and other workday-related tasks (job postings, processing terminations, candidate management, generating offer letters, salary and wage adjustments, reporting and data management)
• Advises on policies as they relate to Academics, Postdocs, Course Lecturers, Research Assistants, leaves, and work permits
• Acts as a resource on issues related to AMUSE, AMURE and MCLIU; liaises with union McGill Labor Relations to resolve disputes related to collective agreements (AMURE, AMUSE, MCLIU)
• Completes offer of employment dossiers for work permits on CIC website
• Prepares advertisements, maintains personnel files, processes sabbaticals and other leaves; creates academic appointments for new hires
• Assists with activities related to the annual salary policies
• Assists in the implementation of human resource initiatives/programs/policies at the department level introduced by the Faculty and/or the University
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
• Assesses and resolves administrative problems related to building issues for Leacock, Peterson Hall, Ferrier (security, Facilities Operations, AAM Lenel card readers, etc.). Follows up with appropriate offices to ensure effective resolution. Act as Fire Monitor for the Leacock Building.
• Administers physical resources of the ASC or buildings (Leacock, Peterson Hall, Ferrier) and ensures compliance with University and government regulations.
• In collaboration with the Area Manager, the incumbent maintains space inventory and interacts with facilities service units for the provision of required services to the building such as minor renovations, security, emergency responses, safety, etc.
• Establishes and monitors inventory including stationery, software license acquisitions and distribution, office and electronic and audiovisual equipment.
• Oversees and ensures service contracts are updated and maintained with external organizations
• Oversees the organization of meetings, conferences, and colloquiums. Makes travel arrangements. Attends meetings and records and distributes minutes. Contacts participants and books meeting rooms. Assists with preparation of agenda.
• Updates, prepares and administers publication of documents such as publicity brochures, departmental handbooks, and annual reports either in print or on the website. Drafts correspondence and other short documents of a complex nature. Organizes the production of publication of departmental reviews and other materials like the Cyclical Review Reports