Administrative Supervisor - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

3 days ago

Posted by:

Sophia Lee

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Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:

Reporting to the Administrative Officer within the School of Social Work, the Administrative Supervisor will be responsible for performing and organizing activities in support of the daily operations by ensuring that the administrative services, finance, physical resources carried out in accordance with established goals and objectives.

Implement administrative procedures to support the operations and ensure that the services meet the established quality requirement. Directly supervise secretary.

Primary Responsibilities:

Provides support for all administrative processes within the School of Social Work and Indigenous Access McGill (IAM). Participates in the development of projects, work methods and procedures relating to the School of Social Work.
Supervise Secretary. Participate in hiring, training, performance evaluation. Approves vacation and sick days.
Prepare and process appointments; creates positions for new hires; renewal or termination of employment; maintain personnel files, process sabbaticals and other leaves, etc.
Provide support and process transactions relating to; journal transfers, payroll adjustments, payment request forms, etc.
Provides administrative support to Administrative Officer for; Course Lecturers, Teaching Assistants, Graders, Ranked CAS Assistant/Associate Professors, Adjunct Professors, Academic Associates, Tenure-Track Academics, Remote Learning Assistants, Visiting Fellows/Professors & Post-Doctoral Fellows.
Acts as resource person for hires at the School and IAM, triaging inquiries/issues and where necessary inquiring on their behalf or referring them to HR partners in the Faculty of Arts, the Human Resources Service Center, IT, the Benefits Office, etc.
Administers requests for information on policies and procedures from staff, students and representatives from other universities.
Compile and tracks end dates for contracts via use of termination reports in WorkDay and sends reminders to hiring managers and FFMs when contracts are approaching renewal/termination dates. Prefills appropriate renewal documentation for Finance Fund Manager to sign.
Administer physical resources of the school or building in compliance with University and government regulations. Maintain space inventory and interact with facilities service units for the provision of required services to the building such as renovations, security, emergency responses.
Supports financial aspects of School's special projects & groups works closely with the special project leads to remain informed about current activities and future developments.
Attends various meetings and coordinates all tasks relating to special events for the school (room booking, catering, organizing vendors).
Liaises with external organizations and government agencies such as the Canadian Association for Social Work Education (CASWE) and community organizations requiring payment by the School. Advises on invoicing and other procurement regulations and processes payments.
Provides website support for the School of Social Work. Consults with School Director, Program Directors, Administrative Officer, project/special group leads and all other entities on an ongoing basis to ensure all information on the School's website is uptodate.
Manges the office supply inventory and processes orders via McGill MarketPlace with approved vendors as needed.
Responsible for updating the Course Calendar for the School.