Administrative Manager

Reporting to the Associate Director Administration, the Administrative Manager is responsible for planning, developing and implementing business processes related to finance, human resources and operations, and student affairs to support two Administrative Service Centre (ACS) within the Faculty of Arts. Implements standards for unit service levels and provides managerial support regarding the ASC's goals and objectives. Implements new initiatives that support the strategic direction of the ASC.

Directly supervises administrative employees.

• Oversee student funding budgets and packages and funding allocations for graduate and undergraduate students
• Develop, plan, implement, and improve student affairs and advising policies and programs for ASC5 and ASC6 (School of Information Studies;
  School of Religious Studies;
  Institute of Islamic Studies;
  McGill Institute for the Study of Canada;
  Institute for the Study of International Development;
  Institute for Gender, Sexuality, and Feminist Studies; and the Faculty of Arts Institute for Indigenous Research and Knowledges)
• Provide professional advice to Undergraduate & Graduate Program Directors for course proposals/revisions as well as program proposals and revisions
• Manages class scheduling processes (liaising with program directors to determine course offerings, course caps, schedule types)
• Oversees the recruitment and appointment of Undergraduate and Graduate Research Trainees, Teaching Assistants (AGSEM) and Postdoctoral Fellows, Researchers and Scholars (AMURE)
• Ensure hiring process aligns with the provisions in the various collective agreements and HR policies
• Process offer letters, terminations, and maintain employee files in Workday
• Responds to questions and provides professional expertise and advice to students and staff on a variety of student, HR and academic issues
• Troubleshoots Workday issues for unit’s clients (Chairs, Directors, Professors and employees) such as job applications, onboarding, work permits, time entry, and time entry approvals
• Analyze and make decisions on a variety of student affairs issues including registration issues, marks, course requirements, eligibility of credits
• Directly supervise a team of three administrative support staff, manage workflow, set goals and objectives, verify and assign work, evaluate performance, approve vacation and absences
• Liaise with other University units regarding new hiring (Faculty Budget Office, Central Human Resources, Academic Personnel Office) and other departments and external organizations (Service Canada and MIDI – Ministère de l’Immigration, Diversité et Inclusion du Québec)
• Provide cross-functional support to ASC's other administrative managers
• Chair weekly meetings to discuss workloads issues and new projects
• Manage the physical and space resources of the units, ensuring compliance with university and government regulations and exercising budgetary controls
• Analyze space inventory and interact with Facilities service units for the provision of required services to the building
• Assign space for students and ensure that all logistics are correctly in place
• Manage the organization of meetings, conferences and special events

• Knowledge of the various collective agreements, particularly AMURE & AGSEM is an asset
• Proven ability to communicate effectively and to interact on a professional level with internal and external clients
• Ability to deal with high volume situations and adapt to change
• Experience in appointing and onboarding post-doctoral fellows, researchers and scholars, as well as teaching assistants is an asset
• Ability to streamline processes and identify areas of improvement
• Strong organizational and project…