Administrative Manager

McGill University•Montreal, QC

3d•CA$64,770 - CA$97,150•Hybrid

About The Position

The Department of Equity, Ethics and Policy (DEEP) provides an interdisciplinary environment that aims to produce cutting-edge and impactful research on issues related to Ethics and Policy for the improvement of population health and health equity. The Department of Social Studies of Medicine (SSOM) is an interdisciplinary teaching and research unit working in close collaboration with the Maude Abbott Medical Museum (MAMM) in the Faculty of Medicine and Health Sciences at McGill University (FMHS). The Department draws on a broad range of perspectives from the social sciences and humanities to understand practices and knowledge production in healthcare and medicine. Reporting to the Director, Administration and Operations, School of Population and Global Health and Administrative Excellence Centre 3 (AEC 3), the Administrative Manager is responsible for the management and smooth functioning of the administrative operations of the Department of Social Studies of Medicine and the Department of Equity, Ethics and Policy). The role supports both units in the development, implementation, and evaluation of departmental initiatives, ensuring effective operations across finance, human resources, communications, academic administration, and departmental activities. The position works closely with the Director, Administration and Operations, departmental chairs, administrative partners, faculty, and staff.

Requirements

Strong knowledge and understanding of post-secondary institutional environments
Proven supervisory and leadership experience.
Client-focused with a high level of tact, confidentiality, diplomacy, and professionalism
Demonstrated ability to build appropriate rapport and maintain constructive and effective relationships
Strong organizational, prioritization, and problem-solving skills
Ability to exercise sound judgment and effective decision-making
Ability to work independently and as part of a team
Strong analytical skills with the ability to track, analyze, and synthesize high volumes of information
Ability to manage multiple projects and meet strict deadlines
Demonstrated ability to work under pressure and adapt to changing circumstances
Excellent verbal and written communication skills in English and French
Bachelor's Degree
3 Years Related Experience
Knowledge of English: Level 4 on a scale of 0-4

Nice To Haves

Knowledge of and experience in a public health organization or setting considered an asset

Responsibilities

Manages administrative operations for DEEP and SSOM; develop and implement standards, systems, and record‑keeping procedures.
Participates in the development of strategic and organizational plans; oversee implementation of short‑ and long‑term departmental initiatives.
Provides guidance for the development of academic programs and departmental activities.
Oversees Manages the planning and execution of major departmental events (e.g., orientations, research days, symposiums, retreats, etc.).
Contributes to the development of the annual departmental reports.
Compiles statistics and documentation for internal and external reporting.
Prepares and manages operating budgets (short and long term) for each department.
Recommends and establishes budget allocations to ensure cost‑effectiveness and alignment with unit needs.
Monitors all financial activities and work closely with the AEC Finance Officer.
Liaises Collaborates with the AEC team to ensure stipends, reimbursements, and financial requests are processed efficiently.
Authorizes expenditures and ensures compliance with university financial policies.
Supervises administrative staff, including planning workloads, assigning tasks, and evaluating performance to ensure unit objectives are met.
Manages administrative processes involving faculty, visiting professors, lecturers, and guests.
Ensures proper administrative support for scheduling, rounds, surveys, and calls for applications.
Collaborates with the Director, Administration and Operations and related Deanery and/or AEC 3 representatives regarding non-academic and academic-related human resource processes.
Collaborates with students and student organizations to foster engagement and innovation in relevant departmental programs.
Participate in relevant student events.
Fosters and maintains effective working relationships with external organizations, as well as other units at McGill University, represents the units and/or Director, Administration and Operations at internal/external meetings and attends conferences when necessary.
Develops and manages Faculty and Student Funding Programs with academic leadership for internal grants and fellowships.
Works with them to recommend an application and review process for awards; oversees the disbursement of awards.
Holds outreach sessions to promote funding opportunities and advise on the application processes.
Responsible for the development and administration of grants programs to identifying new revenue streams or co-sponsorships for conferences.
Supervises the implementation and evaluation phases of new initiatives.
Manages internal and external awards with the assistance of Grants Administrator and other related positions
Manages departmental communications and outreach: participate in brainstorming communications channels and messages to promote the different Initiative.
Keeps abreast of current developments, milestones, evolution of the project and promote them via McGill internal communications.
Plan the use of social media to promote initiatives and delegate dissemination

Benefits

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