Administrative Assistant - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

4 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

Department of Biology, Faculty of Science

Position Summary:

Major Responsibilities:

As part of the management team for the department, plans, develops and implements administrative procedures, policies, and processes in support of the unit.
Responsible for administrating the daily administrative activities of the Department relating to academic and nonacademic affairs and processing a variety of transactions in Workday. This includes Teaching Assistants, Research Assistants, Postdocs, Course Lecturers, Tenure Stream, CAS ranked and unranked. Ensures compliance with the various collective agreements pertaining to each job category.
Provide support for the administration of departmental operating budgets and monitors subaccounts. Monitors any and all other financial issue(s) which may arise.
Resolve problems, recommends solutions and continuously looks for ways to improve the efficiency and effectiveness of the supported units. Works closely with the Administrative Officer and team to implement change
Supervise staff in the administrative office, distribute work, conducts training, recruitment and hiring functions, performance review, etc.
Responsible for managing the daily administrative activities of the department relating to academic and nonacademic affairs. This includes TA's, RA's, Tenure Stream, Visiting Professors/Scholars, etc. Ensures compliance with the various Collective agreements pertaining to the job categories above.
Provide support on academic personnel matters such as immigration, sabbatical, other leaves, reappointment, tenure, and retirement.
Process purchases of materials and supplies on either MMP or Pcard as required for unit teaching courses requested by Professors coordinating the courses or departmental laboratory course technicians and acts as recordkeeper. Reconciles costs on Pcard. Coordinate and compile course costs by preparing yearly financial costs reports for field courses.
Plan and organizes events for the department. Oversees the logistics, documents, advertisement, other communications documents, travel, and so on for the event.
Assist with the preparation and submission of departmental reports (e.g., Annual Report, Undergraduate Laboratory Improvement Report for the Faculty of Science, financial).
Identify and participate in continuous improvement initiatives to maximize effectiveness.
Is the backup support for the Administrative Officer.
Undertake special projects pending the needs of the department.

Other Qualifying Skills

Demonstrated knowledge and understanding of University regulations, policies and procedures relating to Human Resources, Academic Affairs and Finance. Experience supervising a team.

Ability to take initiative, think creatively, work independently and as part of a team, troubleshoot, and prioritize to meet deadlines.

Highly organized and professional; excellent judgment; discretion; ability to take on a breadth of tasks and to make difficult decisions.

Strong leadership, communications, and motivational skills. Ability to effectively communicate and interact with various levels of staff and academics. Excellent attention to detail. Demonstrated ability to work in a computerized environment using a variety of software including Workday, Banner, SIS, and Minerva. Knowledge of French and English.

McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.