Administrative Manager

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Position Summary:

Reporting to the Associate Director Administration, the Administrative Manager is responsible for planning, developing and implementing business processes related to finance, human resources and operations, and student affairs to support two Administrative Service Centre (ACS) within the Faculty of Arts. Implements standards for unit service levels and provides managerial support regarding the ASC's goals and objectives. Implements new initiatives that support the strategic direction of the ASC. Directly supervises administrative employees.

Primary Responsibilities:

• Oversee student funding budgets and packages and funding allocations for graduate and undergraduate students

• Develop, plan, implement, and improve student affairs and advising policies and programs for ASC5 and ASC6 (School of Information Studies; School of Religious Studies; Institute of Islamic Studies; McGill Institute for the Study of Canada; Institute for the Study of International Development; Institute for Gender, Sexuality, and Feminist Studies; and the Faculty of Arts Institute for Indigenous Research and Knowledges)

• 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, Teaching Assistants (AGSEM) and Postdoctoral Fellows, Researchers and Scholars (AMURE). 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

• Responds to question and provides professional expertise and advice to students and staff on a variety of student, HR and academic issues.

• 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

• 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 three administrative support staff, manage workflow, set goals and objectives, verify and assign work, evaluate performance, approve vacation and absences.

• 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 ASC's other administrative managers.

• Chair weekly meetings to discuss workloads issues and new projects.

• 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.

Other Qualifying Skills and/or Abilities

Knowledge of the various collective agreements, particularly AMURE & AGSEM is an asset. Proven ability to communicate effectively and to interact on a professional level with internal and external clients. Ability to deal with high volume situations and adapt to change. Experience in appointing and onboarding post-doctoral fellows, researchers and scholars, as well as teaching assistants is an asset. Ability to streamline processes and identify areas of improvement. Strong organizational and project management skills. Demonstrated ability to work within a computerized environment (Word, Excel, databases: Workday, Banner, FIS, HRIS, SIS and Minerva, and WMS). English and French spoken and written. Client focused, and service-oriented with a proven ability to work with individuals at all levels and deal effectively and diplomatically in delicate situations.

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 clickhere.

Minimum Education and Experience:

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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, [email protected].