Administrative Supervisor
- Canada
- $61,990-83,870 per year
- Permanent
- Full-time
Under the direction of the Area Manager, plan, develop and implement administrative procedures, policies and processes to support the Department of Art History and Communication Studies, the Department of English, the Département de langue et littérature françaises and the French Language Centre’s goals and objectives and the University's overall mission of teaching and research; foster relationships with other University units and external organizations. Perform and/or organize activities in support of the daily operations of, by ensuring that administrative services are carried out in accordance with established goals and objectives. Implement administrative procedures or systems that are moderately complex to support the ASC's operations and to ensure that administrative services meet or exceed established quality requirements. Informs ASC members regarding University policies and procedures. Directly supervises the Administrative Coordinator in ASC Arts Ferrier.Primary Responsibilities:General Functions:
- Under the direction of the immediate supervisor (ASC HR/Operations Manager), supervise the Administrative Coordinator and Work Study Students and organizes and verifies the work of others and participates in their training. Acts as back-up to Area Manager during absences.
- Regularly confer with the immediate supervisor in order to plan ahead, co-ordinate administrative support needs.
- Processes recruitments and appointments in Workday for CAS ranked & unranked (Visiting Professors, Adjunct Professors, Academic Associates, Faculty Lecturers), Course Lecturers, and Research Assistants.
- Participates in the administration of the unit, e.g., recruitment, hiring, onboarding, offboarding, and other workday-related tasks (job postings, processing terminations, candidate management, generating offer letters, salary and wage adjustments, reporting and data management).
- Inform on policies as they relate to Academics, Postdocs, Course Lecturers, Research Assistants, leaves, and work permits.
- Acts as a resource on issues related to AMUSE, AMURE and MCLIU and liaises with union, McGill Labor Relations to resolve disputes related to collective agreements (AMURE, AMUSE, MCLIU).
- Completes Offer of Employment dossiers for Work Permits on CIC website.
- Prepares advertisements, maintains personnel files, process sabbaticals and other leaves; creates academic appointments for new hires, tenures.
- Assists with activities related to the annual Academic salary policies.
- Assesses and resolves administrative problems related to building issues for Arts, Arts West, Moyse Hall, Ferrier, 688 Sherbrooke, and 3475 Peel Bldgs. (Security, Facilities Operations, AAM Lenel card readers, etc.). Follows up with appropriate offices to ensure effective resolution. Act as Fire Monitor for the Arts Building.
- Administers physical resources of the ASC or buildings (Arts, Arts West, Moyse Hall, Ferrier, 688 Sherbrooke, and 3475 Peel Bldgs.) and ensures compliance with University and government regulations.
- In collaboration with the Area Manager, maintains space inventory and interacts with facilities service units for the provision of required services to the building such as minor renovations, security, emergency responses, safety, etc.
- Act as back-up to the Administrative Coordinator in monitoring inventory including stationery, software licence acquisitions and distribution, office and electronic and audiovisual equipment.
- Act as back-up to the Administrative Coordinator in overseeing and ensuring service contracts are updated and maintained with external organizations.
- Act as back-up to the Administrative Coordinator in overseeing the organization and the co-ordination of meetings, conferences, and colloquiums.
- Organizes the production of publication of departmental reviews and other materials like the Cyclical Review Reports.
- Prepare and ensures that all communication and documentation for the HR/Operations Area in the ASC is prepared in both English and French.
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. English spoken and written. French spoken and written.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