Associate Director Administration

at  McGill University

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This is a full-time permanent position situated in the Department of Electrical and Computer Engineering, Faculty of Engineering.
Position Summary:
Reporting directly to the Chair of the department, the incumbent will manage the administrative and financial activities of the unit, which includes two research centres and institutes. Provide efficient and effective administration to a faculty/department/unit, in support of teaching, research and administration, in accordance with the unit’s goals and objectives, while ensuring coherence with the University’s mission and culture. Plan, develop and implement administrative processes and policies for a unit. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and institutional analysis.

Primary Responsibilities:

• Manages the administrative and financial activities of the Department of Electrical and Computer Engineering. The Department has 42 professors, includes two research centres and institutes (STARaCOM and the Centre for Intelligent Machines (CIM)) with ties to external organizations; and offers eight graduate and undergraduate programs; including a new Software Co-op program.
• Manages a team of 15 administrative, management and technical staff handling undergraduate and graduate student affairs, IT, and technical services, HR, finance, and general administration. Functionally supervises five administrative and management positions in STARaCOM and CIM.
• Manages, motivates, coaches and provides senior expertise to the entire team. Evaluates the progress of their assignments and results.
• Provides expertise to the departmental Chair on the strategic direction of diverse topics such as student affairs, HR, finance, physical space oversight, outreach and communications, etc. Oversees the development, planning, implementation, and continuous improvement of related processes.
• Develops administrative priorities with the Chair and manages the implementation of short-term goals and objectives. Creates, updates and streamlines departmental administrative processes.
• Manages the Human Resources of the department, including processes related to the lifecycle of staff (hiring, onboarding, offboarding), using Workday. Provides expertise and makes recommendations on human resources-related matters to the Chair, Associate Chairs, PIs and support staff.
• Identifies staffing and training needs. Ensures the provision of efficient support services, taking into account career development and succession planning for administrative staff.
• Establishes departmental financial priorities with the Chair, in collaboration with the Faculty’s Finance Office. Ensures that planning and administration of departmental budgets (e.g. operating budget, teaching and research lab budgets, etc.) are in line with departmental vision and Faculty’s needs.
• Manages the administration of departmental financial matters, including expenditures, accounts, purchases (MMP), payroll and reporting, in collaboration with Faculty’s Associate Director Finance;
• Manages planning of the department’s infrastructure needs (space, equipment, etc.) and devises a plan to achieve them, in liaison with the Faculty Building team and Facilities;
• Manages operations of the physical needs of department administrative and academic offices, conference rooms, etc.
• Organizes ranked academic HR operations (reappointments, tenure applications, sabbatic leave applications, etc.). Manages departmental hire process for Faculty Searches as per Chair’s committee requirements, in line with University’s Academic Personnel requirements and Faculty’s guidance;
• Ensures implementation of departmental communications strategy, in collaboration with the Faculty’s Communication Officer.
• Supports the management of relationships between STARaCOM, CIM and external organizations.
• Plans, develops and delivers special events and projects
• Additional activities as requested.

Other Qualifying Skills and/or Abilities:
Seeking a dynamic and enthusiastic individual, with demonstrated team-building and leadership capacity. Education and experience in Human Resource matters in a university environment, an asset. Ability to motivate, lead by example, and coach staff as well as collaboratively work with various groups and levels of academics and staff with different mandates and needs. Ability to bring groups together, promote cross-collaboration with demonstrated success in building and implementing effective processes and systems, ensuring compliance with laws, rules and regulations. Excellent motivational skills, ideally experience acting as a change agent in organizational and administrative processes in a multicultural setting. Excellent organizational and time-management skills. Ability to communicate clearly, in a firm, encouraging and diplomatic manner, while remaining composed when under pressure. Proven leadership, initiative, determination and creativity in solving problems. Ideally with prior Workday experience. Demonstrated ability to work in a computerized environment (Microsoft Office) with excellent language skills in English and French, spoken and written.
Minimum Education and Experience:
Bachelor’s Degree 5 Years Related Experience /
Annual Salary:
(MPEX Grade 07) $88,830.00 - $111,040.00 - $133,250.00
Job Profile:
MPEX-ADM3A - General Administration - Senior Professional/Manager
Hours per Week:
33.75 (Full time)
Supervisor:
Professor
Position End Date (If applicable):
Deadline to Apply:
2024-07-11
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.

• Manages the administrative and financial activities of the Department of Electrical and Computer Engineering. The Department has 42 professors, includes two research centres and institutes (STARaCOM and the Centre for Intelligent Machines (CIM)) with ties to external organizations; and offers eight graduate and undergraduate programs; including a new Software Co-op program.
• Manages a team of 15 administrative, management and technical staff handling undergraduate and graduate student affairs, IT, and technical services, HR, finance, and general administration. Functionally supervises five administrative and management positions in STARaCOM and CIM.
• Manages, motivates, coaches and provides senior expertise to the entire team. Evaluates the progress of their assignments and results.
• Provides expertise to the departmental Chair on the strategic direction of diverse topics such as student affairs, HR, finance, physical space oversight, outreach and communications, etc. Oversees the development, planning, implementation, and continuous improvement of related processes.
• Develops administrative priorities with the Chair and manages the implementation of short-term goals and objectives. Creates, updates and streamlines departmental administrative processes.
• Manages the Human Resources of the department, including processes related to the lifecycle of staff (hiring, onboarding, offboarding), using Workday. Provides expertise and makes recommendations on human resources-related matters to the Chair, Associate Chairs, PIs and support staff.
• Identifies staffing and training needs. Ensures the provision of efficient support services, taking into account career development and succession planning for administrative staff.
• Establishes departmental financial priorities with the Chair, in collaboration with the Faculty’s Finance Office. Ensures that planning and administration of departmental budgets (e.g. operating budget, teaching and research lab budgets, etc.) are in line with departmental vision and Faculty’s needs.
• Manages the administration of departmental financial matters, including expenditures, accounts, purchases (MMP), payroll and reporting, in collaboration with Faculty’s Associate Director Finance;
• Manages planning of the department’s infrastructure needs (space, equipment, etc.) and devises a plan to achieve them, in liaison with the Faculty Building team and Facilities;
• Manages operations of the physical needs of department administrative and academic offices, conference rooms, etc.
• Organizes ranked academic HR operations (reappointments, tenure applications, sabbatic leave applications, etc.). Manages departmental hire process for Faculty Searches as per Chair’s committee requirements, in line with University’s Academic Personnel requirements and Faculty’s guidance;
• Ensures implementation of departmental communications strategy, in collaboration with the Faculty’s Communication Officer.
• Supports the management of relationships between STARaCOM, CIM and external organizations.
• Plans, develops and delivers special events and projects
• Additional activities as requested