Administrative Officer

McGill University; Edmonton; Remote; CAD 70,000 - 90,000; Full time

Job summary

A prominent educational institution in Canada seeks a dynamic manager for the Department of Physics. The role involves overseeing daily operations, managing support staff, and developing administrative processes aligned with the university's goals. Ideal candidates should possess strong leadership skills, bilingual communication abilities, and proven experience in budget management. Competitive benefits and opportunities for remote work are offered.

Benefits

Competitive benefits package

Pension plan with employer contribution

Tuition waiver for employees and dependents

Remote working options

Qualifications

• Proven experience in university administrative policies.
• Strong problem-solving and organizational skills.
• Ability to prioritize tasks and meet deadlines.

Responsibilities

• Oversee daily operations of the Department of Physics.
• Manage HR functions for support staff.
• Develop administrative processes for the department.

Skills

Bilingual communication

Staff management

Budget management

Organizational skills

Education

Undergraduate degree

Master's degree

Tools

MS Office

Workday

Job description

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).

Faculty of Science

Department of Physics

The Opportunity: This is a dynamic managerial role with direct responsibility for supervising a team, ideal for a candidate with strong experience in staff management, HR and administrative operational oversight.

Position Summary:

Provide efficient and effective administration to the Department of Physics, Faculty of Science, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the Faculty’s and University's mission and culture. Plan, develop and implement administrative processes and policies for the department(s). Support activities related to general administration including, but not limited to, finance, human resources, communications, student affairs, physical resources. In conjunction with the Faculty and/or management team, develop administrative standards, practices and systems for the daily operations of the departments/Faculty. Interpret and apply University regulations, policies and guidelines. Foster relationships with other units and external organizations.

Primary Responsibilities:

• Primary responsibility for the daily administrative operations of the Department of Physics. Plans, develops and implements administrative procedures, policies and processes that require complex analysis and decision-making and are in support of the department’s goals and objectives and the overall mission of teaching and research.

• Supervise and manage support staff. Perform several HR functions, including workload allocation, performance management, conflict resolution and guiding and directing the team towards achieving organizational objectives.

• Acts as a primary point of contact and administrative resource to the Chair while working within a management team, including financial specialists, to enhance operations and standardization across units to optimize unit efficiencies.

• Responsible for and oversees all academic and non-academic appointments, renewals and other related functions within the HRIS system.

• Advise and make recommendations to the department chair on issues within the portfolio: HR policies, performance, benefits, training, infrastructure and equipment, communications.

• Oversee and manage the recruitment and hiring of all CAS, Course lecturers, TAs and RAs.

• Provide support to the Chair in academic personnel matters such as hiring, immigration, sabbatical, other leaves, reappointment, tenure, merit and retirement.

• In conjunction with the management team specialists, responsible for budgetary monitoring, planning, reporting and year-end processes.

• Act as a general resource person and liaison on financial matters amongst faculty, staff and students.

• Represent the department at meetings to provide input concerning financial, human resource affairs and to communicate committees' discussions and recommendations to Chair.

• Identify and participate in continuous improvement initiatives to maximize unit’s effectiveness.

• Undertake special projects pending the needs of the department.

Your Qualifications and Key Strengths:

• Undergraduate degree required. Master’s degree in a related field is considered an asset.

• Bilingual; excellent verbal and written communication skills, in both English and French.

• Proven experience and knowledge of university administrative and academic policies, procedures and processes is considered an asset.

• Demonstrated ability in establishing and maintaining positive and effective working relationships with both internal and external stakeholders.

• Proven ability to motivate and manage teams through transitions, with strong delegation skills.

• High level of interpersonal and communication skills, essential for effectively guiding and managing teams.

• Proficiency with technology and a strong aptitude for using automation tools and technologies is essential.

• Extensive experience in budget management and financial oversight.

• Ability to work independently and collaboratively, fostering a team-oriented environment.

• Strong problem-solving and organizational skills, with the ability to take initiative, implement process improvements effectively and think creatively.

• Skilled in handling challenging situations with tact, diplomacy, and resourcefulness.

• Excellent time management skills, with a proven ability to prioritize tasks, work under pressure, and meet deadlines in a rapidly changing environment.

• Demonstrated ability to research, summarize, and present information effectively, both verbally and in writing, with strong attention to detail.

• Meticulous in documenting follow-up actions regarding ongoing files.

• Proficiency in using MS Office (Word, Excel, PowerPoint, Outlook), Minerva, and Workday.

Benefits and What We Offer:

• Competitive benefits package (Health, Dental, Life Insurance)

• Defined contribution pension plan (with employer contribution up to 10%)

• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)

• Competitive vacation policy

• Two (2) personal days

• Two (2) floating holidays

• Nine (9) Summer Fridays - paid days off between the St-Jean Baptiste holiday and Labour Day

• Paid time off over the December holiday period

• Tuition waiver for regular employees and their dependents

• Up to two (2) days of remote work per week where the position permits

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community.