Administrative Assistant
Mcgill University
Québec, Canada
1d ago

Position Summary :

Under the direction of the Director, perform and organize administrative activities to support the daily operations and special initiatives of the Office of First Nations and Inuit Education (OFNIE) including, but not limited to : finance, human resources, communications and student affairs.

Provide a liaison function with other units, with OFNIE’s partnering Indigenous education authorities, and with other external organizations.

Duties and Responsibilities :

  • Assist with the preparation and administration of the OFNIE budget.
  • Assist the Directors with the preparation of the grant and research proposals, program proposals and other reports as needed.
  • Administer government grants.

  • Act as first level of contact for Faculty finance requests questions, including expense reports. Monitor and oversee the reconciliation of expenses.
  • Approve expenditures within established guidelines.

  • Ensure the timely payment of contracted employees and the timely invoicing of OFNIE partners. Ensure compliance on payments and documentation in collaboration with Faculty HR and Finance Office.
  • In collaboration with Faculty HR, assist with the recruitment and hiring of all Course Lecturers, Teaching Assistants and Research Assistants for the Office.
  • Ensure that all hiring complies with the provisions of collective agreements and University policies.

  • Plan steering committee meetings, graduation receptions, conferences, symposiums, office and partners’ meetings and other special events.
  • Oversee the recording of detailed minutes and ensure follow-up and implementation of agreed decisions.

  • Oversee the production of marketing materials for the office, its events, including the Office website.
  • Directly supervise support staff and / or oversee the work of employees, including casuals.
  • Act as liaison with OFNIE external partners and Faculty / University administration on matters directly affecting the office.
  • Respond for requests for data and reports from Faculty / University administration and OFNIE partners.

  • Assess and resolve administrative problems. When appropriate, inform the Director and formulate recommendations.
  • Provide support for student affairs and academic administrative activities
  • Perform other related duties and participate in special projects, as required.
  • Education and Experience :

    DEC III

    Three (3) years' related experience

    Other Qualifying Skills and Abilities :

    Demonstrated organizational skills and experience in administering a unit. Experience working with and knowledge of Indigenous partners or communities is an asset.

    Experience administrating government grants and other restricted funds, budgeting, student affairs. Experience with basic data analysis.

    Proven leadership, initiative, determination and creativity in solving problems. Proven planning and priority-setting skills with an ability to work autonomously and as part of a team.

    Demonstrated ability to supervise and motivate staff. Strong communication skills and ability to interact positively and effectively on a professional level with internal and external stakeholders.

    Composed under pressure with an ability to cope effectively with change. Knowledge of University policies and procedures is an asset.

    Experience administering educational programming, an asset. Excellent writing skills with a proven ability to produce and edit proposals and reports as well as maintain websites.

  • Demonstrated ability to work proficiently with MS Office Suite. Familiarity with BANNER and Minerva, an asset. English spoken and written;
  • French, spoken and read.

    Additional Information :

    This position may require travel to partners’ communities.

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