Administrative Supervisor

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Position Summary:
Under the supervision of the Area Manager Administrative Service Center 680 the Administrative Supervisor provides efficient and effective administration to the the ASC 680 in the Faculty of Arts in support of teaching research and administration in accordance with the units goals and objectives while ensuring coherence with the Universitys mission and culture. Support activities related to human resources and operations. Apply University regulations policies and guidelines.

Primary Responsibilities:

• Regularly confer with the immediate supervisor in order to plan ahead co-ordinate administrative support needs for student affairs finance and HR/Operations.
• Assess and resolve administrative problems regarding academic hiring provide a liaison function with other University units regarding new hiring (Faculty Budget Office Central Human Resources Academic Personnel Office other departments and external organizations (Service Canada and MIDI Ministère de lImmigration Diversité et Inclusion du Québec).
• Inform on academic matters to Postdocs Course Lecturers Teaching Assistants and Research Assistants for hiring Work Permits budgets etc. Apply collective agreements and selects the appropriate procedure relating to the administration of the collective agreements for AMURE AMUSE AGSEM and MCLIU.
• Prepare and process academic appointments documentation and forms to support human resources activities of the ASC prepares advertisements maintain personnel files for Visiting Professors Adjunct Professors Academic Associates; termination of employment; assists with immigration issues such as initial work permit requests and renewal of work permits etc.
• Assist in the implementation of human resource initiatives/programs/policies at the department level introduced by the Faculty and/or the University. Oversee the logistical operations of the units for which the ASC provides support.
• Establish and monitor inventory including stationery software license acquisitions and distribution office and electronic and audiovisual equipment. Process purchase orders and pays invoices using Operating funds and research grant funds. Maintain space inventory and interacts with facilities service units for the provision of required services to the building.
• Approve access to buildings Lenel access and keys in accordance with related policies.
• Administer the organization and the co-ordination of meetings conferences colloquiums as well as other event related tasks including payment of guest/visiting speaker honorariums.
• Update write announcements maintain the departmental website monitor and regularly remove outdated information.
• Monitor registrations and flag issues to ensure smooth implementation of courses workshops tutoring special projects and other non-credit activities.
• Assist in the development of the course schedule (in the DCU Destiny Minerva and Banner) for 100 credit and non-credit sections/year ensuring that deadlines are met.
• Directly supervise a team of administrative staff. Meets weekly with staff to organize and verify work set goals and deadlines. Monitor performance. Approve vacation and monitor absences.

Other Qualifying Skills and/or Abilities

• Proven experience and knowledge of University policies and procedures.
• Results-driven highly motivated with leadership skills.
• Demonstrated ability to set clear goals and objectives.
• Proven skills in planning organizing leading and implementing special projects.
• Must possess problem-solving skills as well as organizational skills.
• Demonstrated ability to administer multiple deadlines. Proficiency with computerized applications including Microsoft Office Workday McGill Marketplace and the McGill Web Management System.
• Must possess very good written and verbal communication skills

As one of Montreals 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.

Job Profile: