Job Description

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McGill University\xe2\x80\x99s Gault Nature Reserve (GNR) is a private reserve that protects nearly 1000 hectares of natural environment. Situated at Mont Saint-Hilaire, approximately 40 km from Montreal, this panoramic natural landscape is ideal for viewing the last great vestiges of old-growth forests in the St. Lawrence Valley. With its 25 km of trail network, it is open 365 days a year for the enjoyment of visitors.

Affiliated with the Faculty of Science at McGill University, the Gault Nature Reserve team offers support for natural science research and teaching while providing a wide range of services to the university community and the general public.

Position Summary:

Under the general direction of the Associate Director, the Administrative Assistant is responsible for the smooth and efficient functioning of the daily operations and administration of the Gault Nature Reserve by ensuring that administrative services are carried out in accordance with established goals and objectives.

Primary Responsibilities:

General Administration & Finance

Manages the day-to-day administrative operations of the Gault Nature Reserve. Participates in the development and implementation of projects and establishes schedules of projects.

Prepares budgets or budget proposals in preparation of internal budget planning. Makes ongoing recommendations. Administers accounts for unit. Monitors and reconciles various accounts, statements, and reports. Takes corrective action when necessary to ensure budget stays on target. Identifies and analyses discrepancies and errors. Records expenses and provides account statements on request. Prepares draft projects list for budget process and maintains throughout the year.

Provides a liaison function with other units and with external organizations. Attends the Science Managers monthly meetings and other administrative meetings on campus. Responsible for keeping up to date on all University and Faculty of Science policies that affect GNR employees and/or operations. Determines how changes will affect GNR operations and puts procedures in place to satisfy requirements.

Acts as resource person regarding Gault Nature Reserve\xe2\x80\x99s policies and procedures. Recommends and implements new work methods and procedures to improve unit efficiency, including recommendations on staff requirements.

Provides direct administrative support to the Associate Director.

As part of the management team for the Department, plans, develops and implements administrative procedures, policies, and processes in support of the unit. Ensures administrative processes and procedures are well documented and updated.

Oversees the logistics, documents, advertisements, and other communications documents.

Human Resources

Supervises support staff including the Sr. Administrative Coordinator and Porters. Is responsible for the hiring and performance management of these staff. Administers attendance/ absence reports for non-academic, GNR employees.

Assesses and resolves administrative and human resources-related problems. When appropriate, informs and advises the Associate Director and formulates recommendations.

Oversees the hiring of and processes appointments for administrative, clerical and technical/ground staff at GNR as well as Research Assistants/ Associates. Coordinates all leave-related documents (parental, STD, LTD) for GNR employees.

Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.

Completes Bill 90 and other HR summaries/reports

Other Qualifying Skills and/or Abilities:

High level of interpersonal skills. Ability to establish and maintain effective working relationships with both internal and external stakeholders (academics, administrative staff, students, alumnae, government officials, public). Excellent communication and writing skills in both French and English. Demonstrated problem-solving, time management and organizational skills. Ability to take initiative, think creatively and handle stressful situations with tact, diplomacy, and resourcefulness. Proven ability to work independently and as part of a team. Demonstrated skills in identifying and implementing process improvements. Meticulous in documenting follow-up actions regarding ongoing files. Experience in managing complex schedules. Knowledge of budgets and financial tasks such as invoices, expense reports. Experience with Human Resources related activities including recruitment, onboarding, and leaves. Ability to work in a PC environment using MS Office (Word, Excel, PowerPoint & Outlook), Banner (FIS), Minerva, Workday. 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.

Minimum Education and Experience: DEC III 3 Years Related Experience /

Annual Salary: (MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00

Hours per Week: 33.75 (Full time)

Supervisor: Associate Dir Administration

Position End Date (If applicable):

Deadline to Apply: 2023-06-11

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, .

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