Administrative Supervisor

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Faculty of Science - Office of Science Education

Position Summary:
The Office of Science Education is a space for inquiry, collaboration, and innovation within the Faculty of Science. The mission of OSE is to create possibilities within the Faculty of Science for students, faculty and staff to deepen their curiosity about science education and experiment with ways to teach, learn and communicate science.

The candidate is expected to oversee the smooth, efficient and effective administration of the unit. Provides administration and communications support to the unit. Supervises a diverse team. Resolves conflicts. Establishes communication channels with other units and ensures compliance with university administrative policies. Performs accounting, budget, and cost recovery functions. Initiates and processes all hires for the unit. Acts as resource person for the development, design, and presentation of materials Acts as a resource person to staff on policies and procedures. Oversees the physical resources for the unit. Prepares various reports for Director.

Major responsibilities:

• Responsible for the smooth and efficient functioning of the daily operations and administration of the unit. Develops clear methods and procedures for the efficient running of the unit, in collaboration with the Director.
• Resolves problems, recommends solutions and continuously looks for ways to improve the efficiency and effectiveness of the unit.
• Administers the unit budget and monitors expenses and recoveries of various accounts. Oversees the expense report process for the unit. Resolves discrepancies and financial compliance.
• Assists with the various projects and initiatives for the unit. Oversees the planning and implementation of new projects/initiatives. Communicates the deliverables and ensures that new initiatives/projects are completed on time.
• Assists with the administration of all the courses under the OSE Unit (i.e., FSCI 198, FSCI 396 and FSCI 500). Oversees course creation, course scheduling, enrolment, grade submission, course evaluations, and overall course administration logistics.
• Supports the student-related activities and programs such as SciLearn, the Peer Mentoring Program and the Undergraduate Science Showcase. Ensures all the logistical elements of student sessions, staff training and other activities (e.g., webinars, brown bag sessions, guest speakers) are taken care of and that program materials are complete. Communicates with facilitators, speakers and/or participants.
• Assists with the development and implementation of the programs offered under the OSE unit and provides annual review of all student and instructor-related programs. Makes recommendations to improve the delivery of programs to all audiences.
• Updates and maintains website and social media platforms (e.g. images, videos, reels for Facebook and Instagram). Creates and distributes promotional material (event descriptions; infographics; Mercury posters) to McGill community (e.g., via student groups, McGill platforms, etc.). Creates content for newsletter and determines the distribution method to the community.
• Plans and oversees the organization of meetings, workshops, conferences and special events. Oversees all logistics for events. Prepares meeting agendas, takes minutes, and leads discussions. Is accountable for the administrative follow-up of business arising from meetings.
• Organizes logistical and budget-related activities for events. Ensures that student-sponsored events follow procedures and satisfy requirements. Contacts guest speakers and organizes accommodation and travel for events.
• Administers the recruitment and hiring of all employee groups (i.e. Teaching Assistants, Academic Associates, Graduate Research Fellows, Science Education Fellows and Peer Mentors, Research Assistants, etc.). Ensures that all hiring complies with the provisions of collective agreements and University policies.
• Fosters collaboration and teamwork across departments, ensuring effective communication and coordination to achieve shared goals.
• Supervises support staff. Plans, schedules and directs the work of staff in accordance with the unit's goals and objectives and monitors performance.
• Compiles various reports such as the Annual Report, project reports and others as needed.

Other Qualifying Skills and/or Abilities

• Experience and understanding of University regulations, policies and procedures, including student affairs, is considered an asset.
• Curious individual with a commitment to continuous learning.
• Exceptional organizational skills, with meticulous attention to detail.
• Proven ability to supervise and motivate staff.
• Excellent interpersonal and written communication skills.
• Approachable and composed under pressure.
• High level of professionalism and discretion.
• Demonstrated initiative, problem-solving, and organizational abilities.
• Strong planning, multitasking, and priority-setting skills.
• Proven success in facilitating and maintaining strong, consistent, and positive communications with a diverse audience.
• Excellent customer service skills with the ability to establish productive working relationships quickly.
• Flexibility to adapt to tight deadlines and changing demands.
• Proficiency in computer applications, including Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with Workday, BANNER (FIS), and Minerva (FIS) is an asset.
• Strong verbal and written communication skills in both French and English.

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, accessibilityrequest.hr@mcgill.ca.

All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.

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