Administrative Manager

This is not a job posting, it was created to allow a particular person(s) to enter their personal information and be appointed to a position at McGill University. If you have not been sent this URL directly by a university administrator/recruiter please do not apply. Position Summary: Reporting to the Associate Director, Administration, the Administrative Manager is responsible for providing professional advice and functional guidance in shaping the Administrative Service Centre’s (ASC) mission in line with its values and culture. As part of the management team for a designated ASC, plan, develop and implement business operations, policies and processes in support of the ASC’s objectives. Manages activities related to finance, and human resources & operations within the ASC. Manages the student affairs and advising for the departments within the ASC. Directly supervises a team of clerical and professional employees. Primary Responsibilities: Oversee student funding budgets and packages and determine funding allocations for graduate and undergraduate students Develop, plan, implement, and improve student affairs and advising policies and programs for three units (Economics, Philosophy, Political Science) Provide professional advice to Undergraduate & Graduate Program Directors for course proposals/revisions as well as program proposals and revisions Manages class scheduling processes (liaising with program directors to determine course offerings, course caps, schedule types) Oversees the recruitment and appointment of Undergraduate and Graduate Research Trainees Provides professional expertise and advice to students and staff on a variety of student and academic issues. Analyze and make decisions on a variety of student affairs issues including registration issues, marks, course requirements, eligibility of credits Directly supervise a team of five administrative support staff, manage workflow, set goals and objectives, verify and assign work. Evaluate performance, approve vacation and absences. Oversee the full recruitment cycle of Post-Doctoral and AGSEM hires Respond to HR policy questions and apply collective agreement regulations Ensure hiring process aligns with the provisions in the various collective agreements and HR policies Process offer letters, terminations, and maintain employee files in Workday Troubleshoots Workday issues for unit’s clients (Chairs, Directors, Professors and employees) such as job applications, onboarding, work permits, time entry, and time entry approvals Liaise with other University units regarding new hiring (Faculty Budget Office, Central Human Resources, Academic Personnel Office) and other departments and external organizations (Service Canada and MIDI – Ministère de l’Immigration, Diversité et Inclusion du Québec) Provide cross-functional support to unit’s other hiring managers and act as back up with respect to academic hires (ranked and unranked) and AMUSE and AMURE casuals Collaborate with Employee and Labour Relations and senior leadership in Faculty HR to resolve employment issues Manage the physical and space resources of the units, ensuring compliance with university and government regulations and exercising budgetary controls. Analyze space inventory and interact with Facilities service units for the provision of required services to the building. Assign space for students, and ensure that all logistics are correctly in place. Manage the organization of meetings, conferences and special events. Handles website maintenance and updates Other Qualifying Skills and/or Abilities Demonstrated knowledge of McGill’s academic and non- academic policies and procedures. Ability to work well under pressure to meet specific deadlines. Ability to interact effectively and professionally with all levels of academics and administrative staff. Proven experience in leading and supervising a team of employees. Organizational skills and proven ability to work independently, problem solve and manage multiple projects. Strong analytical skills. Ability to work well under pressure in an environment with shifting priorities. Demonstrated ability to collaborate with multiple unit and university-wide stakeholders. Demonstrated interpersonal communications skills with the ability maintain a high degree of diplomacy and confidentiality. Strong communication skills both written and spoken. English, spoken and written. French, spoken and spoken and written. As one of Montreal's Top Employers, here is what we offer: Competitive benefits package (Health, Dental, Life Insurance) (if eligible) Defined contribution pension plan (with employer contribution up to 10%) (if eligible) Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA) Competitive vacation policy Two (2) personal days Two (2) floating holidays Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day Paid time off over the December holiday period Tuition waiver for regular employees and their dependents Up to two (2) days of remote work per week where the position permits Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located. Knowledge of 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 on a scale of 0-4 . For a definition of our language proficiency levels, please click here . McGill University is committed to equity and diversity within its community and values academic rigour and excellence. We welcome and encourage 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 engage productively with diverse communities. At McGill, research that reflects diverse intellectual traditions, methodologies, and modes of dissemination and translation is valued and encouraged. Candidates are invited to demonstrate their research impact both within and across academic disciplines and in other sectors, such as government, communities, or industry. McGill further recognizes and fairly considers the impact of leaves (e.g., family care or health-related) that may contribute to career interruptions or slowdowns. Candidates are encouraged to signal any leave that affected productivity, or that may have had an effect on their career path. This information will be considered to ensure the equitable assessment of the candidate’s record. McGill implements an employment equity program and encourages members of designated equity groups to self-identify. It further seeks to ensure the equitable treatment and full inclusion of persons with disabilities by striving for the implementation of universal design principles transversally, across all facets of the University community, and through accommodation policies and procedures . Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] . All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.