Administrative Assistant (ER)

McGill University - Montréal, QC (30+ days ago)

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Position Summary:
Under the direction of the manager, the Administrative Assistant will develop and implement administrative procedures, policies and processes to support the School of Religious Studies’ goals and objectives, relations with other University units and external organizations, and the University's overall mission of teaching and research. The Administrative Assistant also will perform and/or organize activities in support of the School’s daily operations, by ensuring that administrative services are carried out in accordance with established goals and objectives; implement administrative procedures or systems to support the School’s operations to ensure that administrative services meet or exceed established quality requirements; advise the School’s faculty members regarding University policies and procedures.

Primary Responsibilities:
Assist with the recruitment of staff, organize and verify the work of others, and participate in their training, will regularly confer with the Administrative Officer in order to plan ahead, co-ordinate administrative support needs, and will serve as a back-up to the Administrative Officer during absences and act as direct supervisor to Student Affairs Coordinator and as functional supervisor to other support staff.

Assess and resolve administrative problems regarding academic hiring and provide a liaison function with other University units regarding new hiring (Faculty Budget Office, Central Human Resources, Academic Personnel Office, other departments, and external organizations (Service Canada and MIDI – Ministère de l’Immigration).

Provide advice on academic matters to Academics, Postdocs, Course Lecturers, Teaching Assistants and Research Assistants for hiring, leaves, Work Permits, etc.

Interpret information received from, and select the appropriate procedure relating to the administration of the collective agreements for AMURE, AMUSE, AGSEM, MUNACA and Course Lecturers.

Prepare and process academic and non-academic appointments to support human resources activities of the School; prepare advertisements, maintain personnel files, process sabbaticals and other leaves; create academic appointments for new hires, Visiting Professors, Adjunct Professors, Academic Associates, Faculty Lecturers, Course Lecturers, Teaching Assistants; assist with tenure and promotion cases as well as immigration issues, including work permit requests, and renewals.

Assist with activities related to academic recruitment and annual salary policies and the implementation of human resource initiatives/programs/policies at the unit level introduced by the Faculty and/or the University.

Prepare annual reports and organize site visits pertaining to Association of Theological Schools Accreditation. Liaise with Montreal School of Theology.

Prepare the agenda and take minutes for School Council meetings, and act as a back u p secretary for other School meetings.

Oversee the administration of the Graduate and undergraduate program; class scheduling, Program/Course revisions and Fellowship Competitions as well as student funding awards.

Oversee the organization of events, conferences, and colloquia as well as Convocation, Orientation and Open House. Manages the finances for events pertaining to a specific funds.

Perform financial tasks pertaining to events (cheque deposits, purchase orders, journal transfers, visiting speaker payments, expense reimbursements & and advances).

Oversee and update all communications and publicity for the School including the website, newsletter, and social media.

Other Qualifying Skills and/or Abilities:
Must be client-focused and service oriented, with a proven ability to interact with people at all levels. Must be highly confidential in dealing with clients, dossiers and correspondence and have the ability to deal with sensitive information. Experience in Human Resources as it pertains to Academic staff and Student Affairs is an asset. Experience working with budgets and other financial transactions. Demonstrated organizational skills, attention to detail, and the ability to coordinate, prioritize and handle multiple files. Demonstrated experience in organizing events and/or conferences. Proven skills in planning, organizing, leading an implementing special projects. Ability to take and produce accurate meeting minutes. Proven ability to work independently and as part of a team. Ability to work in a PC environment using MS Word, Excel, PowerPoint, Outlook e-mail and the internet. Experience with Workday . Fluency in English (spoken and written) and French ( spoken) .

For externals candidates, please visit our job aid for assistance on how to submit your application in WorkDay:

Minimum Education and Experience:
DEC III 3 Years Related Experience /

Annual Salary:
(MPEX Grade 03) $50,330.00 - $75,490.00

Hours per Week:
33.75 (Full time)

Administrative Officer

Position End Date (If applicable):
Deadline to Apply:

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, or 514-398-3711.