Administrative Assistant (MR2620, ADM1A, GR3)

Job Category: 
Developmental assignments for management and excludeds

Position Context:

Under the general direction of the Director, Redpath Museum, is responsible for the smooth and efficient functioning of the daily operations and administration of the Redpath Museum, providing efficient and effective administrative support and ensuring coherence with the University's mission and culture.

Primary Responsibilities:

  • Prepares and administers the Museum’s operational and other budgets (e.g. contracts, Outreach program, etc.). Monitors sub accounts and takes corrective action to ensure budget stays on target. Makes recommendations relating to budgets and contracts.
  • Oversees the hiring of and processes appointments for: R.A.’s, Course Lecturers, Postdocs, Visiting Professors, Adjunct Professors, Associate Members, Tenure Stream Professors, casuals, and work study students and ensures that funding is in place for these appointments. Liaises with other University departments/units on joint appointments, funds, and certain student activities.
  • Works with FST member on problems with research funds in department, such as unexpected non-renewal or reductions of contracts/funds to recommend solutions.
  • Negotiates and implements contracts with external companies including major renovation projects relating to Museum displays, office space, and teaching areas within the building.
  • Supports activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Manage research administration, contracts, grants, philanthropic gifts or other formal relationships.
    Participates in special projects relating to Redpath’s physical infrastructure (i.e. heating upgrade) and makes recommendations to Director.
  • Plans, develops and implements administrative processes and policies, develop administrative standards, practices and systems. Implements new systems as needed to ensure smooth operation of the Administrative Office.
  • Administers and oversees departmental physical resources (building director).
  • Train and supervises department staff and directs work flow.
  • Oversees events held in the Museum and the associated logistics and budget.
  • Responsible for the Unit’s preparation and submission of reports (i.e. annual reports, newsletters).
  • Acts as a resource person for the different broad components of the unit: academic, research, administration and the museum (including public educational activities).
  • Participates actively in grant proposals as required, on topics such as outreach, building renovation, and collections upgrading and assists with university-wide grant programs administered by Redpath Museum staff, such as the Northern Science Training Program.
  • Oversees and participates in the Museum’s public profile, including participation when needed with museum associations, such as the Montreal Museums Association and Natural History Museums Alliance of Canada.

Education/Experience:

DEC III

Three (3) years' related experience

Other Qualifying Skills and/or Abilities:

Demonstrated knowledge and understanding of University regulations, policies and procedures relating to academic and non-academic staff. Experience administering a unit, including physical infrastructures. Proven supervisory experience. Ability to take initiative, think creatively, work independently and as part of a team, troubleshoot and solve complex problems and prioritize to meet deadlines. Strong leadership. Demonstrated experience in continuous improvement and change management. Ability to effectively communicate and interact with a varied clientele, including staff, academics, students, trade services, and the general public. Excellent attention to detail. Budget management experience. Demonstrated ability to provide support for various activities, including research projects, report production, grant proposals, and special events. Museum related knowledge, research activities, and science outreach experience an asset. Advanced degree in one of the museum’s disciplines an asset. Demonstrated ability to work in a computerized environment using a variety of software including, Word, Excel, Banner (SIS and FIS), Chrystal reports, POPS, spreadsheets, databases and Minerva. Excellent communication skills in English and French, spoken and written.

How to Apply:

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your curriculum vitae and cover letter, clearly indicating the reference number:

Mail:

McGill University, Faculty of Science, HR Services
853 Sherbrooke Street West (Dawson Hall), room 314
Montreal, Quebec
H3A 0G5

Email:
apo.science [at] mcgill.ca

Applications must be received no later than February 22, 2018 at 5:00 PM.

We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.

Faculty/Unit: 
Faculty of Science
Redpath Museum
Salary Range: 
(Grade 03) $45,800 - $57,300 (midpoint) - $58,800
Hours: 
33.75
Duration: 
1 year
Reporting to: 
Director, Redpath Museum
Reference no.: 
MR2620