Office Supervisor

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

Apply Now

Act as initial liaison for the Senior Director Services for Students (SDSS). Develop and maintain strong working relationships with Service Directors and Managers, administrative units (i.e., Deputy Provost – Student Life & Learning, Athletics & Recreation, Enrolment Services, Social Equity & Diversity in Education, etc.), student associations and student groups. Administer all components of the day-to-day operations of the Office. Act as resource person for the Office. Respond to internal inquiries. Interpret information received and develop workable solutions. Explain policies; handle complaints and resolve problems within area of responsibility. Undertake special projects and perform related duties.

Primary Responsibilities:
Responsible for daily management and decision making for all administrative operations of the Office of Services for Students (OSS). Set office priorities and policies. In conjunction with the Senior Director, responsible for the development and implementation of administrative procedures to enhance the efficiency of the Office.
Manage, supervise and appraise work performance of support staff. Hire, orient and train support staff. Work with support staff to create appropriate professional development plans. Organize the work of support staff ensuring deadlines are met and procedures are followed.
Liaise with Facilities Management regarding building issues. Liaise with Environmental Health and Safety and Fire Prevention to ensure that we have appropriate numbers of staff who are trained to be First Aid Responders and part of the Fire Prevention / Evacuation team.
Keep abreast of inspections standards and best practices; interpret safety policies, procedures, legislation and regulations; ensure quality control processes are applied.
Assist with implementation of projects within Student Services. Facilitate a collaborative approach to ensure that all units work collaboratively and cohesively. Work with individual units to ensure all programs and services are developed based on best practices.
Assist with developing plans and work processes for project(s)/new initiatives based on requirements, timelines and budget. Administer smaller projects keeping supervisor abreast of new developments and changes.
Participate in the development and implementation of policies and new initiatives to support the strategic direction of Services for Students.
Represent and/or accompany the SDSS to various meetings on both Macdonald and McGill Campuses. Follow up on and ensures appropriate implementation of decisions made by the SDSS.
Research and summarize opportunities of interest for the SDSS.
Research and, when necessary, drafts new protocols for Student Services in conjunction with various McGill Units.
Foster good working relationships with colleagues and units. Liaise with internal and external guests.
Follow up and communicate information to Service Directors / Managers on behalf of SDSS.
Responsible for an in-depth knowledge of the SDSS’ schedule. Working with the SDSS, plan their work day and ensure that appropriate time (for meetings, follow up etc) is scheduled into the agenda. Handle last minute requests / emergency situations.
Organize, plan, oversee and troubleshoot arrangements (i.e., catering, reservations of rooms, etc.) for events, e.g., Service Director retreats, panel discussions and meetings. Ensure that all events planned by the OSS have the resources they need, including suitable space and appropriate technology. Act as resource person / troubleshooter for these events.
Make travel arrangements for the SDSS, as required.
Draft agendas for meetings; compose, revise and distribute minutes. Compile materials required and ensure SDSS is briefed prior to meeting / event. Act as Secretary and/or liaison to various Advisory Boards and committees. Perform follow up with participants on decisions taken at meetings.
Perform other related duties and participate in special projects, as required.

Minimum Education & Experience:
DEC III

Three (3) years' related experience

Other Qualifying Skills And/Or Abilities:
Undergraduate degree, preferred. Experience in a supervisory role and knowledge of University policies and procedures. Demonstrated ability to take responsibility and deliver results with minimum direction and oversight. Must be approachable and composed under pressure. Must be self-directed and able to work autonomously and as part of a team in a dynamic and deadline-oriented environment. Demonstrated skills in implementing process improvements. Demonstrated problem solving and organizational skills with a proven ability to administer multiple activities and projects. Proven planning, organizational, and priority-setting skills. Experience managing projects, an asset. Ability to adapt quickly; must demonstrate flexibility in the performance of tasks. Precision and attention to detail. Must be self-motivated, self-directed and approachable. Proven verbal and written communication skills including the writing of reports and other publications. Composed under pressure with an ability to cope effectively with change. Attention to detail and initiative. Student-focused and service-oriented with a demonstrated ability to build constructive and effective relationships with all levels of staff, students and the public. Excellent interpersonal skills with a proven ability to deal with confidential and/or sensitive situations with discretion, tact and diplomacy. Demonstrated skills in a PC environment using MS Word, Excel, PowerPoint, e-mail and internet search engines. English and French, spoken and written.

Reference Number:
20-0135/MR5077

Reporting To:
Senior Director, Student Services

Salary Range:
(Grade 03) $47,000 - $58,800 (midpoint) - $70,600

Faculty/Unit:
Student Services

Position Type:
Full-Time

Hours Per Week:
33.75

Additional Information:
Overtime may be required during peak periods.

End Date:
Saturday, February 26, 2022

How To Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Student Services at staffing.s2 [at] mcgill.ca.

The deadline to apply for this position is February 6, 2020 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, Student Services will only contact applicants selected for an interview.

The masculine is used to lighten the text, without prejudice to the feminine form.

McGill applicants, covered by the McGill Non-Unionized, Non-Academic Personnel Policies and Procedures, must apply to a regular M and Excluded position within ten (10) working days of the date of publication to maintain internal priority.
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@mcgill.ca or 514-398-3711.