Program Supervisor

at  McGill University

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Faculty/Unit: School of Continuing Studies, Adaptive and Integrated Learning -
McGill Community for Lifelong Learning
Hiring Rate: $34.80 /hr
Position Summary:
Reporting jointly to the supervisor of Adaptive and Integrated Learning Domain and the President of the McGill’s Community for Lifelong Learning (MCLL), this role is assigned to support MCLL and Adaptive and Integrated Learning (AIL) activities.
MCLL was established in 1989 by the McGill University School of Continuing Studies as part of its non-credit programming and community relations. MCLL offers educational programs for mature learners who wish to continue learning simply for the joy of it. The programs are designed by and for its members. It is the first of its kind in Canada to use an entirely peer-led model.
Adaptive and Integrated Learning (AIL) is a dynamic domain offering innovative and high-quality courses in various formats to meet our learners’ needs: daytime and evening/weekend; credit and non-credit; online, and face-to-face; for academic and professional purposes. Our domain houses many community outreach and tailored programming initiatives. We support tailored programming for Indigenous communities through our Indigenous Relations Initiative (IRI) unit; McGill’s Community for Lifelong Learning (MCLL) which is a non-profit, volunteer-based community of seniors focused on peer learning; Recognition of Acquired Competencies (RAC), or PLAR (Prior Learning Assessment Recognition) offers recognition of informal and non-formal education for issuing credit to learners.

Primary Responsibilities

• Working closely with the MCLL Council members, plan, develop, and implement high-level administrative policies and processes to support the unit’s goals, objectives, daily operations, programming and service mandates.
• Participate in assessing key issues and projects, process and approve a variety of documentation including processing and approving timesheets/payroll, budget reports, and expense reconciliation using information from Workday, Banner, Destiny and Minerva to ensure compliance with applicable policies.
• Supervise administrative staff and coordinate with volunteers to ensure that MCLL functions effectively.
• Act as a resource person by communicating relevant course information, registration policies, and other departmental information in person, via telephone and email, as well as through regular website updates.
• Ensure that the interests of McGill are represented at all levels of activities of the McGill Community for Lifelong Learning. Ensure that MCLL activities are consistent with the policies and procedures at SCS, and also that MCLL interests are represented in SCS.
• Act at the liaison between MCLL and SCS to ensure appropriate support and services are made available.
• Oversee the development of the course schedule in Destiny, Minerva, and Banner for approximately 150 non-credit sections/year ensuring that deadlines are met.
• Monitor registrations and flag issues to the MCLL President and designated SCS supervisor to ensure smooth implementation of study groups, workshops, mentorship sessions, lectures, special projects, and other non-credit activities.
• Regularly confer with MCLL officials to contribute to the execution of MCLL’s strategy, and to plan and coordinate administrative support needs.
• Maintain and update procedures, checklists, and templates used within the unit, and train Administrative Coordinator(s) or other office staff on the unit’s operations.
• Act as advisor to Council regarding University policies and procedures on an ongoing basis.
• Identify potential areas of development of outreach activities and make proposals in this regard to SCS and MCLL Council.
• Report to MCLL Council on outreach activities and its impact on MCLL and the SCS.
• Serve as member on various MCLL committees such as the Development (fundraising), Curriculum, Planning, Special Events, Communications and Outreach committees.
• Design, organize and lead workshops on technological literacy and new member orientation.
• Provide technical support.
• Liaise with other internal and external stakeholders to establish and foster relationships, partnerships, programming etc. such stakeholders such as the Library, McGill University of Retirement Association (MURA), SCS domains, community organizations, etc.

Education & Experience

• DEC III and three years’ related experience with prior experience in academic administration and staff supervision an asset.

Other Qualifying Skills and/or Abilities:

• Excellent interpersonal and service-oriented abilities, especially as related to working with a +65-year-old population.
• Ability to establish client relationships and to work with groups of volunteers.
• Strong experience and interest in working in a volunteer-run educational environment.
• Work with or informed by their personal familiarity and/or professional experience working with Black, Indigenous, and racialized communities, and other underrepresented groups is an asset.
• Proven analytical, planning, organizational, problem-solving, and decision-making skills.
• Demonstrated ability to work in an MS Office environment, including high proficiency in Excel.
• Experience facilitating group activities and public speaking.
• Demonstrated ability to work with McGill systems - Workday, Banner, Destiny One, SIS, FIS, and MMP, and survey software an asset.
• Experience working with budgets.
• High level of professionalism, discretion, attention to detail, accuracy, and confidentiality required.
• Demonstrated ability to work flexibly and under pressure on multiple projects, prioritize, and meet strict deadlines with limited supervision.
• Proven ability to work autonomously and as part of a team.
• Fluency in French is an asset. McGill University is an English-language university where day to day duties 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.
• Experience in grant and report writing is an asset.

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:
30 (Part time)
Supervisor:
Director Finance & Administration
Position End Date (If applicable):
2025-07-05
Deadline to Apply:
2025-01-31
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.

• Working closely with the MCLL Council members, plan, develop, and implement high-level administrative policies and processes to support the unit’s goals, objectives, daily operations, programming and service mandates.
• Participate in assessing key issues and projects, process and approve a variety of documentation including processing and approving timesheets/payroll, budget reports, and expense reconciliation using information from Workday, Banner, Destiny and Minerva to ensure compliance with applicable policies.
• Supervise administrative staff and coordinate with volunteers to ensure that MCLL functions effectively.
• Act as a resource person by communicating relevant course information, registration policies, and other departmental information in person, via telephone and email, as well as through regular website updates.
• Ensure that the interests of McGill are represented at all levels of activities of the McGill Community for Lifelong Learning. Ensure that MCLL activities are consistent with the policies and procedures at SCS, and also that MCLL interests are represented in SCS.
• Act at the liaison between MCLL and SCS to ensure appropriate support and services are made available.
• Oversee the development of the course schedule in Destiny, Minerva, and Banner for approximately 150 non-credit sections/year ensuring that deadlines are met.
• Monitor registrations and flag issues to the MCLL President and designated SCS supervisor to ensure smooth implementation of study groups, workshops, mentorship sessions, lectures, special projects, and other non-credit activities.
• Regularly confer with MCLL officials to contribute to the execution of MCLL’s strategy, and to plan and coordinate administrative support needs.
• Maintain and update procedures, checklists, and templates used within the unit, and train Administrative Coordinator(s) or other office staff on the unit’s operations.
• Act as advisor to Council regarding University policies and procedures on an ongoing basis.
• Identify potential areas of development of outreach activities and make proposals in this regard to SCS and MCLL Council.
• Report to MCLL Council on outreach activities and its impact on MCLL and the SCS.
• Serve as member on various MCLL committees such as the Development (fundraising), Curriculum, Planning, Special Events, Communications and Outreach committees.
• Design, organize and lead workshops on technological literacy and new member orientation.
• Provide technical support.
• Liaise with other internal and external stakeholders to establish and foster relationships, partnerships, programming etc. such stakeholders such as the Library, McGill University of Retirement Association (MURA), SCS domains, community organizations, etc