Deputy Director, Administration

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Under the direction of the Director of Administration, the Deputy Director of Administration will be responsible for supervising a team of administrative staff working in six administrative service centers (ASC). The Deputy Director of Administration will be tasked with leading a team composed of financial services, human resources, and student affairs collaborators to provide administrative and support services to a group of departments assigned to them. This leadership position will play a crucial role in delivering high-quality services by the entire administrative and support staff under their supervision.

Key Responsibilities

• Brings high-level expertise in strategic planning, financial management, program development, human resources, and operational management to the assigned group of departments.
• Acts autonomously to lead the work of their team. Anticipates and resolves issues, drives the decision-making process, provides consistent guidance, maintains and fosters positive interpersonal relationships with all staff, faculty members, department heads, as well as with other university units and external organizations.
• Manages and supervises the administrative activities of departments, research centers, and groups within designated administrative support centers. Acts as the primary advisor to department heads, with the delegated authority to administer and facilitate all departmental administrative activities.
• Supervises requests for the creation of new administrative positions, the reallocation of existing administrative positions, administrative recruitment salary requests, special salary adjustments, overtime, TAWA benefits, and off-base pay for designated administrative support centers, ensuring internal equity within teams.
• Communicates and interacts effectively with various hierarchical superiors and collaborates with other managers, senior managers, and the Director of Administration to identify and implement best practices, as well as standardized policies and processes. Regularly consults with department chairs and directors to plan and coordinate administrative support needs for all units under the designated administrative support center.
• Manages the unit's material resources, ensuring compliance with university and government regulations, and exercising budgetary control. Assigns space to faculty, administrative staff, and students, and ensures that all logistical aspects are properly implemented.
• Identifies information systems needs that support the initiatives of administrative support centers, and implements new initiatives that support departments.
• Responsible for ensuring the integrity of administrative processes implemented through process mapping within departments and units under designated administrative support centers, and ensuring their consistency with other services in the Faculty of Arts.
• Identifies opportunities for improvement and/or innovation; designs, implements, and delivers new initiatives aimed at improving services offered to students, faculty, and staff.
• Participates in all planning, budget development, and management activities for departments and units under the designated Administrative Support Center.
• Manages the development of departmental and unit plans and programs, including providing support for proposal writing, conducting analyses, organizing meetings, and negotiating terms with senior leaders in the Faculty of Arts, the university, and other entities.
• Keeps informed of new developments and trends in university administration, particularly concerning the planning, development, and implementation of administrative processes and support policies for departments/units under designated administrative support centers.
• Serves on department, faculty, university, and other committees as needed.
• Fills in for administrative staff within administrative support centers.
• Performs other tasks to support administrative support centers.
• Additional Skills and/or Abilities Required:

Proven experience in university and professional environments, ideally with demonstrated experience in change management projects and leading personnel in a university setting. Strong skills in management, leadership, active listening, and communication (oral and written), combined with a positive attitude and a genuine pleasure in seeing the team succeed. Ability to communicate clearly, firmly, encouragingly, and diplomatically, while maintaining composure under pressure. Ability to analyze complex issues and solve problems. Experience in project management and team building. Strong knowledge and experience in budget management and financial analysis. Proven ability to lead, mentor, support, and motivate collaborators with advanced knowledge in their respective fields, and to actively work with them to foster their career development. Advanced ability to bring groups together and foster cross-functional collaboration. Proven experience as a change agent and champion within an organizational and multicultural environment. Ability to set priorities and proven ability to manage multiple projects with specific deadlines, setting clear goals and implementing measures to achieve them. Proven experience working in a computerized environment using word processing, database, spreadsheet, and presentation software. Experience with Workday is a plus.

As one of Montreal's top employers, here's what we offer

• Competitive benefits (health, dental, life insurance) (if eligible)
• Defined benefit pension plan (with employer contribution up to 10%) (if eligible)
• Registered retirement savings plan (RRSP) and Tax-Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating days
• Nine (9) summer Fridays – paid days off between St. Jean Baptiste Day and Labour Day
• Paid holidays during the December break
• Tuition fee credit for regular staff (100%) and their dependents (66%)
• Up to two (2) days of remote work per week when the position allows

*Before applying, please note that to work at McGill University, you must be authorized to work in Canada and willing to work in the province of Quebec on the campus where the position is based/located.* *Language Knowledge: McGill University is an English-language university where daily tasks may require verbal and written communication in English. The English level required for this position has been determined as level #4 on a 0-4 scale.* *For a definition of our written and spoken language proficiency levels, please click* *here.*

Minimum Education and Experience Required: Bachelor's degree 5 years Relevant experience /Annual Salary: (MPEX – Class 07) $92,150.00 - $115,190.00 - $138,230.00Job Profile: MPEX-ADM3A - General Administration – Experienced Professional/ManagerHours per Week: 33.75 (Full-time)Supervisor: Director, AdministrationJob End Date (if applicable): 2027-06-20Application Deadline: ... McGill recruits