Administrative Supervisor

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Position Summary:

Under the supervision of the Administrative Manager, Administrative Service Centre 3 Arts-Ferrier, the Administrative Supervisor provides efficient and effective administration to the ASC Arts-Ferrier in the Faculty of Arts, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the University's mission and culture. The position primarily supports activities related to student affairs, human resources and operations in the French Language Centre. Directly supervises the Student Affairs Coordinator in ASC Arts-Ferrier, who also works primarily with the French Language Centre.

Primary Responsibilities:

• Organize activities to support the daily operations of the French Language Centre by ensuring that administrative functions are carried out in accordance with established goals and objectives
• Receive and resolve complex student cases escalated from the Student Affairs Coordinator

• Recommend process improvements to prevent or minimize recurring problems

• Provide high-level customer service on matters relating to the French Language Centre, including the handling of complaints and resolving issues within the scope of responsibility

• Liaise with other units, including GPS, Enrolment Services, Student Accounts, School of Continuing Studies, and foster good relationships with those colleagues and units

• Administer office procedures; assess existing procedures; implement new procedures when necessary

• Design and implement communication strategy to staff and the student community on behalf of the French Language Centre

• Create content for the French Language Centre website

• Compile statistics and data on academic and administrative activities for inclusion in reports

• Act as back-up to the Student Affairs Coordinator during absences

• Process recruitments and appointments in Workday for Course Lecturers for FRPC course sections

• Maintain MCLIU priority pool for FRPC

• Act as a resource on issues related to MCLIU and liaise with the union, McGill Labour Relations and Faculty HR to resolve disputes related to collective agreement

• Hire Teaching Assistants, Lab Attendants and any other roles needed to support related course sections

• Directly supervise the Student Affairs Coordinator. Organize and verify work, set goals and deadlines. Monitor performance. Approve vacation and monitor absences.

• Act as back-up to the Administrative Manager during absences.

Other Qualifying Skills and/or Abilities

• Candidate must be fluently bilingual in both French and English, providing primary support for the French Language Centre.
• Demonstrated organizational skills and ability to multi-task.
• Demonstrated ability to prioritize and to meet weekly and monthly deadlines.
• Proven ability to compose correspondences and to proofread documents using appropriate spelling, grammar, punctuation, and formatting.
• Ability to adapt to change and to foster a collaborative environment.
• Strong accuracy and attention to detail.
• Must be client focused and service oriented.
• Demonstrated ability to clearly transmit and receive information.
• Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets, presentation software and knowledge of web maintenance.
• Knowledge of programs such as MMP, CMMS, Banner and applications, Microsoft office suite particularly Excel (level: intermediate) and Powerpoint, and Workday.

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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Job Profile:

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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].