Administrative Officer

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This position is situated in the Department of Electrical and Computer Engineering in the Faculty of Engineering. This is a full-time permanent position.

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 Electrical and Computer Engineering with a team;
• 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 Officer;
• 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;
• Manages website for non-program pages (staff lists, job postings, etc.);
• Assist with the administration of Electrical and Computer Engineering’s accreditation process;
• Ensure planning and organization of events;
• Additional activities as requested.

Minimum Education and Experience:

Bachelor's Degree; Three (3) years’ related experience

Other Qualifying Skills and/or Abilities:

Seeking a smart, friendly, resilient and positive colleague with an interest in the University environment and mission with demonstrated organizational skills, experience in managing a unit and working with, supervising staff. Education and experience in Human Resource matters in a university environment, an asset. Proven leadership, initiative, determination and creativity in solving problems. A team player with the ability to work independently and manage multiple projects; strong communication skills and ability to interact positively and effectively on a professional level with internal and external stake holders. Ideally with prior Workday experience and in handling academic affairs, and financial matters. Demonstrated ability to work in a computerized environment (Microsoft Office), ideally some knowledge of WMS website updates, and excellent language skills in English and French, spoken and written.

Minimum Education and Experience:

Bachelor's Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 04) $62,550.00 - $78,190.00 - $93,830.00

Hours per Week:

33.75 (Full time)

Supervisor:

Professor

Position End Date (If applicable):

Deadline to Apply:

2024-05-06

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] .