Associate Director, Administration

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:
Under the direction of the Director of Administration, the Associate Director, Administration will be responsible for supervising a team of Administrative Managers working in six Administrative Service Centers (ASC). The Associate Director, Administration will have the overall responsibility to lead a team of Financial, Human Resources, and Student Affairs staff to provide administrative and support services to an assigned group of departments. This management role will be instrumental in delivering high-quality services from all administrative and support staff under its supervision.

Primary Responsibilities:

• Provides senior expertise in strategic planning, financial management, program development, human resources, and operational management to the assigned group of departments.

• Functions independently in directing the work of their staff. Anticipates, and resolves problems, leads the decision-making process, provides consistent guidance, maintains and fosters good interpersonal relationships with all staff, faculty members, department heads, and with other University units and external organizations.

• Manages and oversees the administrative activities of the departments, research centers, and groups within the designated Administrative Support Centre. Serves as the senior adviser to department heads, with delegated authority to administer and facilitate all departmental administrative activities.

• Oversees requests for new administrative positions, rematching of existing administrative positions, requests for administrative hiring salaries, special salary adjustments, overtime, TAWA and non-base payments for the designated Administrative Support Centre, ensuring internal equity within the Centre.

• Communicates and interacts effectively across multiple reporting relationships and collaborates with other Managers, Sr. Managers and the Director of Administration, in the identification and development of best practices and standardized policies and processes. Regularly confers with Chairs to plan and coordinate administrative support needs for all units within the designated Administrative Support Centre.

• Administer physical resources of the unit ensuring compliance with university and government regulations and exercising budgetary controls. Assign space for faculty members, administrative staff, students, and ensure that all logistics are correctly in place.

• Identifies the requirements for information systems that support the Administrative Support Centre initiatives, and implements new initiatives that support the departments within the Centre.

• Responsible for maintaining the integrity of the administrative processes implemented through process mapping across departments/units within the designated Administrative Support Centre and ensuring alignment with other areas within the Faculty of Arts.

• Identifies opportunities for improvement and/or innovation; designs, undertakes and implements new initiatives to enhance services to students, faculty, and staff.

• Participates in all budget planning, development and maintenance for departments/units within designated Administrative Support Centre.

• Manages the development of departmental plans and programs, including providing support in writing proposals, conducting analyses, meeting and negotiating terms with senior administration from the Faculty of Arts, the University and other entities.

• Keeps abreast of new developments and trends in University administration, including planning, development, and implementation of administrative processes and supporting policies for the departments/units within the designated Administrative Support Centre.

• Serves on department, Faculty, University, and other committees as required.

• Provides back-up support to the Administrative Officers within the Administrative Support Centre.

• Performs other activities in support of the Administrative Support Centre.

Other Qualifying Skills and/or Abilities
Proven experience working in academic and business environment, ideally with demonstrated experience in change management projects and in the supervision of staff in a university setting. Strong managerial, leadership, active listening and communication skills (verbal and written), with a positive personality and a clear enjoyment of team success. Ability to communicate clearly, in a firm, encouraging and diplomatic manner, while remaining composed when under pressure. Ability to analyze complex issues and problem solve. Experience in project management and team building. Solid knowledge and experience of budgeting and financial analysis. Demonstrated ability to lead, coach, support and motivate staff with advanced knowledge in their respective fields and to actively work with them to foster career development. Advanced ability to bring groups together, promote cross-collaboration. Proven experience acting as a change agent and champion within an organizational, multicultural setting. Priority-setting abilities, and proven ability to manage multiple projects with specific deadlines, setting clear objectives and implementing measures to achieve them. Proven experience working in a computerized environment using word-processing, databases, spreadsheets and presentation software. Workday experience a strong asset.

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.

About Us

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research.

For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues.
McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer.
Grandescunt Aucta Labore. By work, all things increase and grow.
Find a sense of purpose. Develop your future. Join us today.