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Position Summary:
Provide efficient and effective administration to a faculty/department/unit, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies for a unit. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Manage research administration, contracts, grants, philanthropic gifts or other formal relationships. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and institutional analysis.
Primary Responsibilities:
- Manage the administrative day-to-day operations of the Department of Mining and Materials Engineering
- Provide advice and ensure direct administrative support to the Chair, propose, update and streamline departmental administrative processes
- Support and work with the Chair on departmental projects and the implementation of plans and proposals
- Manage, motivate, coach and supervise the administrative support staff team; evaluate progress of assignments and results
- Supervise the administration of departmental financial matters, including purchases (MMP), payroll and reporting as per the Chair’s request and in line with Faculty’s and University guidelines, in collaboration with Faculty’s Finance team
- Ensure that planning and administration of departmental budgets are in line with departmental vision and Faculty’s needs: operating budget, teaching and research lab budget, and endowment funds
- Oversee the administration of the Department’s administrative and unranked academic HR operations, including processes related to the lifecycle of staff (hiring, onboarding, offboarding), using Workday
- Provide support and organization for ranked academic HR operations (reappointments, tenure applications, sabbatic leave applications, etc.)
- Participate in departmental hire process for Faculty Searches as per Chair’s committee requirements in line with University’s Academic Personnel requirements and Faculty’s guidance
- Oversee staff/student recruitment in supporting positions (such as Teaching Assistants, Course Lecturers, Postdocs, Research Assistants and Associates, or staff in casual positions)
- Advise Chair and PIs on HR matters and devise best practices for administrative processes in collaboration with Faculty HR
- Ensure implementation of departmental communications as per the Chair’s guidance, update social media and promotional initiatives in collaboration with the Faculty’s communication manager and University Advancement, as required
- Schedule Departmental Meetings, manage communication of these and take minutes
- Oversee support and document planning of the department’s infrastructure needs (space, equipment, etc.) and devise a plan to achieve them in liaison with the Faculty Building Director and Facilities
- Manage operations of the physical needs of department administrative and academic offices, conference rooms (manage furniture purchases and replacements, liaise with other units to ensure functionality of workspaces, etc.) ensuring infrastructure requirements are met
- Manage website for non-program pages (staff lists, job postings, etc.)
- Assist with the administration of Mining and Material’s accreditation process
- Ensure planning and organization of events
- Additional activities as requested
Other Qualifying Skills and/or Abilities
- Demonstrated leadership experience managing a unit, including supervising, coaching, and developing staff
- Proven ability to motivate others, take initiative, lead by example, and collaborate effectively with diverse groups of faculty, administrators, and staff
- Background in Human Resources within a university or academic environment is a strong asset
- Experience designing, implementing, and maintaining effective processes and systems, with a strong focus on compliance with applicable laws, rules, and regulations
- Excellent organizational and time‑management skills, with the ability to manage multiple priorities in a fast‑paced environment
- Strong communication skills, with the ability to communicate clearly in a firm, supportive, and diplomatic manner, while remaining composed under pressure
- Demonstrated leadership, initiative, determination, and creativity in problem‑solving
- Experience with Workday is highly desirable; exposure to academic affairs and financial administration is an asset
- Proven ability to work effectively in a computerized environment, including Microsoft Office applications
- Excellent written and verbal communication skills in both English and French
As one of Montreal's Top Employers, here is what we offer:
- 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
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
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.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Bachelor's Degree 3 Years Related Experience /
(MPEX Grade 04) $66,190.00 - $82,740.00 - $99,290.00
Job Profile:
MPEX-ADM2A - General Administration - Professional 2
33.75 (Full time)
Associate Professor
Position End Date (If applicable):
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.
