Administrative Assistant ER - Jobs in Montréal, QC

Job Description

LEAVE REPLACEMENT OPPORTUNITY AT MACDONALD CAMPUSPosition Summary: Under the direction of the Manager Administration, responsible for delivery of administrative services in support of academic staff members in two units, as part of a Faculty administrative “hub”. Ensures smooth operations of each unit. Assists one unit Director, one departmental Chair, and their academic staff by providing information on academic matters. Independently follows-up, from end-to-end, on numerous action items related to meetings and inquiries. Liaises with Dean’s office and other Faculty, University and external units. Keeps up-to-date on changes in academic recruitment and hiring procedures. Provides guidance and processing support for a wide variety of requests.Primary Responsibilities:Provides support for academic recruitment and for academic dossiers; keeps track of key dates for appointment renewals, promotion and tenure, leaves, immigration issues, change of status, retirements, etc. Holds Workday ‘department partner’ roles for several business processes. Assists with job advertising (draft, translation, coordination of publications and web sites). Provides support to Hiring Committees. Arranges for interviews of short-listed candidates. When interview requires an on-site visit, coordinates travel and accommodation logistics and visit schedule. Prepares letters (conditional offer to selected candidate, recommendation to the Provost). Facilitates appointment and onboarding of new tenure-track staff.Disseminates information to departmental academic staff, particularly with regards to implementation of new procedures. Acts as resource person for interpretation of various procedures, use of new forms or systems applications.Coordinates recruitment and appointment of teaching assistants and Course Lecturers according to provisions of the respective collective agreement. Manages work schedule and deliverables in order to adhere to timelines specified in collective agreements with regards to submitting job postings, lists or documentation. Responsible for job requisitions and job postings, acting as Primary Recruiter in Workday for monitoring of incoming applications, verifying priority for selection, completing Offer, contract details in WD, and Hiring business process, obtaining workload forms from supervisors, submitting final lists to unions, and updating priority points after each term.Provides advice to researchers and facilitates their hiring needs, in accordance with requirements of their research grants and contracts. Must be knowledgeable with employment categories, salary scales and other provisions of the AMURE and AMUSE collective agreements (casuals, research assistants and associates, postdoctoral fellows). Completes required WD business processes for each type of worker.Handles all matters not requiring supervisor’s attention. Assesses and resolves administrative problems. As needed, formulates recommendations. Attends meetings as knowledgeable resource person; records proceedings and follows up on decisions taken. Coordinates information gathering and draft writing for annual reports.Supervises support staff, including assigning work, setting objectives, assessing results. Authorizes vacation and overtime requests.Responsible for Financial Administration for units. Monitors expenditures and revenues, and takes action to rectify discrepancies. Approves financial transactions (purchase orders, P-card purchases, invoicing, payments, travel advances, etc.). May be required to prepare expense reports and renewal of maintenance contracts.Assists with organization of events, meetings and seminar series.Assists with physical resources issues (e.g. building access, space allocation, repair requests with FMAS, U-print code assignment, etc.).Other Qualifying Skills and/or AbilitiesProven experience administering academic and administrative human resources affairs. High level of interpersonal skills and “service approach” with clients. Demonstrated problem-solving and organizational skills, as well as resourcefulness. Excellent communication, time management and writing skills; ability to take minutes at meetings. Ability to take initiative, think creatively, and work independently on projects. Demonstrated knowledge of the University’s general administrative & accounting policies, academic processes, and general working conditions of the various unionized groups. Experience with processing temporary work permit applications (employer portion) in the LMIA-exempt categories, an asset. Ability to perform under pressure and carry out simultaneous projects. Demonstrated ability in identifying and implementing process improvements. Solid proficiency with use of computer tools such MS Office, basic databases, Workday, Minerva, Banner SIS and FIS. Prior knowledge of the IRCC employer portal, an asset. English, spoken and written; French spoken and read.Minimum Education and Experience:DEC III 3 Years Related Experience /Annual Salary:(MPEX Grade 03) $50,330.00 - $75,490.00Hours per Week:33.75 (Full time)Supervisor:Manager AdministrationPosition End Date (If applicable):07/31/2022Deadline to Apply:05/23/2021McGill 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, accessibilityrequest.hr@mcgill.ca or 514-398-3711.