Associate Director, Administration Jobs

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Position Summary

Under the direction of the Director of Administration, the Associate Director, Administration will be responsible for supervising a team of Area Managers working in two Administrative Service Centers (ASC). The Associate Director, Administration will have the overall responsibility to lead a team of Financial, Human Resources, and Student Affairs staff to provide administrative and support services to an assigned group of departments. This management role will be instrumental in delivering high-quality services from all administrative and support staff under its supervision.

Primary Responsibilities

• Manages the development of departmental plans and programs, including providing support in writing proposals, conducting analyses, meeting and negotiating terms with senior administration from the Faculty of Arts, the University and other entities.
• Provides expertise in strategic planning, financial management, program development, human resources, and operational management to the assigned group of departments.
• Identifies opportunities for improvement and/or innovation; designs, undertakes and implements new initiatives to enhance services to students, faculty, and staff.
• Manages and oversees the administrative activities of the departments, research centers, and groups within the designated Administrative Support Centre. Serves as the senior adviser to department heads, with delegated authority to administer and facilitate all departmental administrative activities.
• Responsible for maintaining the integrity of the administrative processes implemented through process mapping across departments/units within the designated Administrative Support Centre and ensuring alignment with other areas within the Faculty of Arts.
• Participates in all budget planning, development and maintenance for departments/units within designated Administrative Support Centre.
• Serves on department, Faculty, University, and other committees as required.
• Provides back-up support to the Administrative Officers within the Administrative Support Centre.
• Performs other activities in support of the Administrative Support Centre.
• Oversees requests for new administrative positions, rematching of existing administrative positions, requests for administrative hiring salaries, special salary adjustments, overtime, TAWA and non-base payments for the designated Administrative Support Centre, ensuring internal equity within the Centre.
• Identifies the requirements for information systems that support the Administrative Support Centre initiatives, and implements new initiatives that support the departments within the Centre.
• Keeps abreast of new developments and trends in University administration, including planning, development, and implementation of administrative processes and supporting policies for the departments/units within the designated Administrative Support Centre.
• Functions independently in directing the work of their staff. Anticipates, and resolves problems, leads the decision-making process, provides consistent guidance, maintains and fosters good interpersonal relationships with all staff, faculty members, department heads, and with other University units and external organizations.
• Administer physical resources of the unit ensuring compliance with university and government regulations and exercising budgetary controls. Assign space for faculty members, administrative staff, students, and ensure that all logistics are correctly in place.
• Communicates and interacts effectively across multiple reporting relationships and collaborates with other Managers, Sr. Managers and the Director of Administration, in the identification and development of best practices and standardized policies and processes. Regularly confers with Chairs to plan and coordinate administrative support needs for all units within the designated Administrative Support Centre.

Other Qualifying Skills And/or Abilities

Proven experience working in academic and business environment, ideally with demonstrated experience in change management projects and in the supervision of staff in a university setting. Strong managerial, leadership, active listening and communication skills (verbal and written), with a positive personality and a clear enjoyment of team success. Ability to communicate clearly, in a firm, encouraging and diplomatic manner, while remaining composed when under pressure. Ability to analyze complex issues and problem solve. Experience in project management and team building. Solid knowledge and experience of budgeting and financial analysis. Demonstrated ability to lead, coach, support and motivate staff with advanced knowledge in their respective fields and to actively work with them to foster career development. Advanced ability to bring groups together, promote cross-collaboration. Proven experience acting as a change agent and champion within an organizational, multicultural setting. Priority-setting abilities, and proven ability to manage multiple projects with specific deadlines, setting clear objectives and implementing measures to achieve them. Proven experience working in a computerized environment using word-processing, databases, spreadsheets and presentation software. WorkDay experience a strong asset.

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 3 (advanced) on a scale of 0-4.

Minimum Education And Experience

Bachelor's Degree 5 Years Related Experience /

Annual Salary

(MPEX Grade 07) $87,090.00 - $108,860.00 - $130,630.00

Hours Per Week

33.75 (Full time)

Supervisor

Director Administration

Position End Date (If Applicable)

2024-09-27

Deadline To Apply

2023-08-15

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].