Administrative Supervisor

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Position Summary:
The Administrative Supervisor provides support to activities related to the general administration of the Faculty including, but not limited to: academic personnel, events, space and student fellowships. Acts as point person and main liaison for all Faculty-wide events. Directly supervises employees.
 

Primary Responsibilities:

• Assist with and organize activities to support the daily operations and workflow of the Dean’s Office.
• Assist the Senior Advisor to the Dean with academic personnel related matters. Follow up with the Academic Personnel Office to resolve any issues related to academic personnel. Ensure that academic appointments initiated by areas are in accordance with university regulations and guidelines;
• Assists the Senior Advisor to the Dean with the management of the Faculty’s electronic and shared filing/folder system;
• Directly supervises support staff employees. Participates with HR on recruitment, complete probation/trial review forms, complete performance dialogue forms . Meets regularly with employees, assign work, verify work, monitor deadlines, provide coaching and training. Complete performance reviews/probation /trial period forms. Approve overtime, vacation and absences. Bring any issues to the attention of the manager.
• Assists with all IT support requests for network shared folders and drives;
• Assists with Faculty Space Management. Assigns space and furniture to third parties wishing to organize events (conferences, summer camps) on the Faculty of Education premises;
• Organizes internal alumni related events such as the Awards and Scholarships Reception, the Convocation receptions and the Education University Advancement table at the annual Student Welcome Barbeque and more;
• Assists with the organization of large external Faculty events, meetings and receptions;
• Organizes staff events such as the Welcome Breakfast for New Academics, Staff Appreciation Lunch, Faculty Holiday Party, Open House, other events/receptions;
• Selects external suppliers for events and catering and ensures costs are within established guidelines and budget. Prepares and administers budget related to events;
•  Plans meetings, prepare agendas and records minutes; 
• Oversees Faculty of Education fellowships and liaises with GPS for all related fellowships matters
• Performs other duties as required.

Other Qualifying Skills and/or Abilities

Experience working in a university in a senior office an asset. Experience organizing multiple events throughout the year. Supervisory experience with a proven ability to motivate and mentor a team, organize and delegate work, set priorities, provide guidance. Experience overseeing building-related matters. Experience providing assistance on academic dossiers is an asset. Ability to establish and maintain effective working relationships with both internal and external stakeholders. High level of interpersonal skills. Demonstrated ability to work under pressure, adapt to changing circumstances and priorities, work both autonomously and as part of a team. Proven organizational skills with the ability to problem-solve, and multi-task to meet deadlines. Excellent attention to detail. Excellent judgment, tact and discretion. Superior communication and writing skills. Must be available to support unanticipated or urgent administrative needs/projects. Must be available for occasional events outside of standard working hours on evenings or weekends. Ability to work in a PC using MS Office (Word, Excel, PowerPoint & Outlook), Workday, Banner and Minerva.

Knowledge of French and 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 on a scale of 0-4.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $61,070.00 - $71,850.00 - $82,630.00