Administrative Officer

Benefits

Additional Information

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). 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

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