Administrative Assistant

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Faculty of Science - Office of Science Education

Position summary:

The Office of Science Education is a space for inquiry, collaboration, and innovation within the Faculty of Science. The mission of OSE is to create possibilities within the Faculty of Science for students, faculty and staff to deepen their curiosity about science education and experiment with ways to teach, learn and communicate science

The candidate is expected to oversee the smooth and efficient and effective administration of the unit. Provides administration and communications support to the unit. Supervises a diverse team. Resolves conflicts. Establishes and maintains liaison with university administrative policies. Performs accounting, budget, and cost recovery functions. Initiates and processes all hires for the unit. Acts as resource person for the development, design, and presentation of materials Acts as a resource person to staff on policies and procedures. Oversees the physical resources for the unit.  Prepares various reports for Director.

Major responsibilities:

• Responsible for the smooth and efficient functioning of the daily operations and administration of the unit. Develop clear methods and procedures for the efficient running of the unit, in collaboration with the Director. 

• Resolve problems, recommends solutions and continuously looks for ways to improve the efficiency and effectiveness of the unit. Works closely with the Director and team to implement change.

• Administer the unit budget and monitor expenses and recoveries of various accounts. Resolve discrepancies and financial compliance. 

• Assist with the various projects and initiatives for the unit.  Oversee the planning and implementation of new projects/initiatives.  Communicate the deliverables and ensures that new initiatives/projects are completed on time.

• Assist with the administration of all the courses under the OSE Unit (i.e., FSCI 198, FSCI 396 and FSCI 500). This includes scheduling, course creation and content. 

• Support the student related activities pertaining to programs such as SciLearn, TEAM and Undergraduate Poster Showcase for the unit.  Ensure all the logistical, peer mentoring sessions, training and other activities (e.g., webinars, brown bag sessions, guest speakers), program materials are complete and communicate with facilitators, speakers and/or participants.

• Assist with the development and implementation of the programs offered under the OSE unit and provide annual review of all student programs. Make recommendations to improve the delivery of programs to students. 

• Update and maintain website and social media platforms (e.g.  images, videos, reels for Facebook and Instagram).  Create and distribute promotional material (event descriptions; infographics; Mercury posters) to McGill community (e.g., via student groups, McGill platforms, etc.). Create content for newsletter and determine the distribution method to the community.

• Plan and oversee organization of meetings, conferences and special events. Prepares meeting agendas, takes minutes, and lead discussions.  Is accountable for the administrative follow-up of business arising from meetings.

• Organizes logistical and budget related activities for events. Ensures that student sponsored events follow procedures and satisfy requirements.  Contact guest speakers and organizes accommodation and travel for events.

• Administer the recruitment and hiring of all employee groups (i.e. Teaching Assistants, Academic Associates, Graduate Research Fellows, Science Education Fellows and Peer Mentors, Research Assistants, etc.). Ensure that all hiring complies with the provisions of collective agreements and University policies.

• Supervise support staff. Plan, schedule and direct the work of staff in accordance with the unit's goals and objectives and monitor performance.

• Compile various reports such as the Annual Report, Faculty Activity Reports, Cyclical, and similar reviews, and so forth

• Undertake special projects as required.

Other Qualifying Skills:

Excellent organizational skills, including meticulous attention to detail. Demonstrated ability to supervise and motivate staff. Excellent interpersonal communication skills.  Excellent written communication skills. Must be approachable and composed under pressure. High level of professionalism and discretion. Demonstrated ability to take initiative, problem-solve and organize work. Proven planning, multi-tasking, and priority-setting skills. Experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships. Flexibility to adapt to tight deadlines, frequent changes and demands. Ability to take minutes at meetings and follow up with action items in a timely manner. Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook. Familiarity with Workday, BANNER (FIS) and Minerva (FIS), an asset. Strong verbal and written communications in French and English. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing, English and French, spoken and written.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00

Hours per Week:

33.75 (Full time)

Supervisor:

Senior Academic Associate

Position End Date (If applicable):

2025-04-01

Deadline to Apply:

2023-04-04

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, [email protected] .