Administrative Officer

McGill University•Montreal, QC

6d•CA$66,190 - CA$99,290•Hybrid

About The Position

The Administrative Officer will provide efficient and effective administration to the Department of Biology, Faculty of Science, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the Faculty’s and University's mission and culture. Plan, develop and implement administrative processes and policies for the department(s). Support activities related to general administration including, but not limited to, finance, human resources, communications, student affairs, physical resources. In conjunction with the Faculty and/or management team, develop administrative standards, practices and systems for the daily operations of the departments/Faculty. Interpret and apply University regulations, policies and guidelines. Foster relationships with other units and external organizations.

Requirements

Undergraduate degree required.
Proficiency with technology and a strong aptitude for using automation tools and technologies is essential.
Extensive experience in budget management and financial oversight.
Ability to work independently and collaboratively, fostering a team-oriented environment.
Strong problem-solving and organizational skills, with the ability to take initiative, implement process improvements effectively and think creatively.
Skilled in handling challenging situations with tact, diplomacy, and resourcefulness.
Excellent time management skills, with a proven ability to prioritize tasks, work under pressure, and meet deadlines in a rapidly changing environment.
Demonstrated ability to research, summarize, and present information effectively, both verbally and in writing, with strong attention to detail.
Meticulous in documenting follow-up actions regarding ongoing files.
Proficiency in using MS Office (Word, Excel, PowerPoint, Outlook), Minerva, and Workday.
Bilingual; excellent verbal and written communication skills, in both English and French.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4(qualifier) on a scale of 0-4.

Nice To Haves

Master’s degree in a related field is considered an asset.
Proven experience and knowledge of university administrative and academic policies, procedures and processes is considered an asset.
Experienced managing in a unionized environment is also an asset.
Demonstrated ability in establishing and maintaining positive and effective working relationships with both internal and external stakeholders.
Proven ability to motivate and manage teams through transitions, with strong delegation skills.
High level of interpersonal and communication skills, essential for effectively guiding and managing teams.

Responsibilities

Primary responsibility for the daily administrative operations of the Department of Biology. Plans, develops and implements administrative procedures, policies and processes that require complex analysis and decision-making and are in support of the department’s goals and objectives and the overall mission of teaching and research.
Supervise and manage support staff. Perform several HR functions, including workload allocation, performance management, conflict resolution and guiding and directing the team towards achieving organizational objectives.
Acts as a primary point of contact and administrative resource to the Chair while working within a management team, including financial specialists, to enhance operations and standardization across units to optimize unit efficiencies. Acts as the liaison and point of contact between department and Faculty and within the management team. Acts as a secondary resource for other departments as needed, in an advisory capacity.
Responsible for and oversees all academic and non-academic appointments, renewals and other related functions within the HRIS system.
Advise and make recommendations to the department chair on issues within the portfolio: HR policies, performance, benefits, training, infrastructure and equipment, communications. Working within the management team, identify opportunities and efficiencies to support operations within the unit and across units.
Oversee and manage the recruitment and hiring of all CAS, Course lecturers, TAs and RAs. Responsible for ensuring that all hiring complies with the provisions of collective agreements and University policies.
Provide support to the Chair in academic personnel matters such as hiring, immigration, sabbatical, other leaves, reappointment, tenure, merit and retirement. Collect and analyze data and prepare departmental annual report, cyclical reviews, and other reports as directed by the Chair. Respond for requests for data and reports from Faculty/University administration.
In conjunction with the management team specialists, responsible for budgetary monitoring, planning, reporting and year-end processes recommend budget allocations and practice sound financial management
Act as a general resource person and liaison on financial matters amongst faculty, staff and students. Advises on budget process and attempts to clarify University financial systems and procedures.
Represent the department at meetings to provide input concerning financial, human resource affairs and to communicate committees' discussions and recommendations to Chair in order to make judgments and policy decisions.
Identify and participate in continuous improvement initiatives to maximize unit’s effectiveness.
Undertake special projects pending the needs of the department.

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