As the senior administrative staff member in the Administrative Services Centres, manages and oversees the administrative activities of the departments, research centres, and groups within the designated Administrative Services Centre. Provides expertise in strategic planning, financial management, program development, human resources, and operational management to the assigned group of departments. Communicates and interacts effectively across multiple reporting relationships and collaborates with the Director of Administration, in the identification and development of best practices and standardized policies and processes.
Duties and Responsibilities:
- Serves as the senior adviser to department heads, with delegated authority to administer and facilitate all departmental administrative activities. Manage the operational activities of the departments.
- Key participant in the establishment of the strategic direction of departments/units within the designated Administrative Services Centre.
- Identifies the requirements for information systems that support the Administrative Services Centre initiatives, and implements new initiatives that support the departments within the Centre strategic directions.
- Oversees requests for new administrative positions, re-matching or existing administrative positions, requests for administrative hiring salaries, special salary adjustments, overtime, TAWA and non-base payments for the designated Administrative Services Centre ensuring internal equity within the Centre.
- Responsible for maintaining the integrity of the administrative processes implemented through process mapping across departments/units within the designated Administrative Services 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.
- Organizes and participates in all budget planning, development and maintenance for departments/units within designated Administrative Services Centre.
- Provides assistance, advice and support to the assigned group of departments relating to fund-raising activities. Works in collaboration with the Faculty of Arts Development Office and provides a liaison function between departments serviced by the ASC and the Faculty of Arts Development Office.
- Prepares special studies and reports as may be requested to assist in planning and strategizing.
- Performs other activities as designated by the Director of Administration.
- Designs, evaluates, and maintains standard financial models, reports and processes to ensure fiscally sound operations and to inform departments and Faculty leadership regarding financial performance.
- Develop and administer common appraisal systems that measure the performance and contribution of faculty and administrative staff, identify training needs, and provide a basis for career development. Identify training needs and develop training programs for the needs of the designated Administrative Services Centre. Recruit, develop, mentor, and maintain the staff.
- Continuously analyze staffing, financing, operations, policies, systems, and procedures to ensure efficient and effective departmental performance.
- Oversees the administration of physical resources such as departmental offices, seminar rooms, classrooms, student space, laboratories, and research groups ensuring equity across departments/units within the designated Administrative Services Centre.
- 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 Services Centre.
Education and Experience:
Five (5) years' related experience
Other Qualifying Skills and 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. Excellent communication skills in English and French spoken and written.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apply.arts [at] mcgill.ca
The deadline to apply for this position is December 5, 2019 at 5:00 PM.
*Current employees: please indicate your McGill ID number in your application.*
We thank all applicants for their interest in McGill University. However, the Faculty of Arts will only contact applicants selected for an interview.
The masculine is used to lighten the text, without prejudice to the feminine form.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.
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, accessibilityrequest.hr [at] mcgill.ca or 514-398-3711.