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Job description

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OFFICE OF THE DEAN, FACULTY OF ARTS AND SCIENCE

DEPARTMENT ADMINISTRATOR (P5992)


Posted on: June 9, 2021
Deadline: June 22, 2021
Grade: 13*
Campus: LOY

Scope

Reporting directly to the Senior Director, Strategic Planning and Faculty Operations and dotted line reporting to the Chairs/Principals of the following departments, the incumbent ensures the efficient daily operation of a cluster of Departments which can include, but are not limited to: Chemistry, Physics, Health, Kinesiology and Applied Physiology. They manage the financial and human resources, supervise core administrative operations and resolve any major problems which may arise. They ensure efficient communication with the Faculty, Service Units and with members of the department.

Primary responsibilities

  • Manage and coordinate the daily operation of the department; planning, monitoring and initiating improvements to departmental operational policies and practices. Working with and informing the Chair of relevant issues and maintaining departmental records.
  • Advise and assist faculty and staff regarding university and departmental policies and procedures.
  • Initiate, establish and implement policies and procedures regarding non-academic staff, including supervising, hiring, training, disciplining; coordinating workloads, vacations, and absences.
  • Coordinate departmental meetings and special projects such as program and departmental appraisals. Disseminate administrative information.
  • Administer Concordia University Faculty Agreement (CUFA), Concordia University Part-time Faculty Agreement (CUPFA) and Teaching and Research Assistant Public Service Alliance of Canada (TRAC) Collective Agreements. Activate the critical paths pertaining to the CUFA, CUPFA and TRAC collective agreements and ensure that deadlines are adhered to and recommendations are forwarded.
  • Organize and coordinate the hiring of all part-time (regular and reserve) faculty and serve as the resource spokesperson on the Part-time Hiring Committee (PTHC).
  • In conjunction with the Chairs and Chairs’ Assistants, support the development of annual department course schedule; enter undergraduate course data on SIS, assign, manage and maintain full-time faculty workloads in FRIS, coordinate full-time remissions, coordinate and maintain records of yearly course schedule.
  • Monitor enrolment and admission quotas and provide recommendations as to which courses should be added, maintained, or cancelled.
  • Manage physical facilities including recommendations of equipment purchases and replacements, space and office assignments.
  • Contribute to the academic mission of the department and assist with class schedules and of full-time faculty workload.
  • Coordinate full-time hiring, including advertising, recruitment activities, collecting and compiling documents for dossiers, preparing and sending out appropriate correspondence, contacting short-listed candidates, arranging interview schedules, preparing submission of recommended dossiers to the Department Hiring Committee, the Department Personnel Committee and to the Dean.
  • Manage department operating budget including Teaching Assistant budget, Faculty Development Funds, and Endowment Funds. Approve and authorize all operational budget expenditures; prepare reports. Research, compile and analyze information for use in negotiating departmental resources.
  • Organize, coordinate, and supervise major projects, relocation, space assignments and special events.
  • Undertake and perform other duties in support of the departments.

Requirements

  • Bachelor’s degree and four to seven years of related experience, including at least two years in a supervisory role.
  • Excellent knowledge of University policies, procedures and Collective Agreements.
  • Experience in managing a large department in a University environment, preferably in an academic setting with research-intensive faculty members, an asset.
  • Good knowledge (Level 4) of spoken and written English, in order to communicate effectively with faculty, staff and students, to initiate departmental policies, procedures and protocols, to write reports, draft correspondence and documentation.
  • Basic knowledge (Level 3) of spoken and written French, in order to communicate with students, staff and faculty.
  • Good knowledge (Intermediate level) of Microsoft Word and Excel, to create and edit documents and spreadsheets.
  • Demonstrated exceptional communication and interpersonal skills with ability to work independently as well as on a team, including demonstrated success in developing productive relationships with faculty and colleagues.
  • Evidence of decision-making skills, ability to be discreet and deal with highly confidential matters.
  • Strong planning, organizational and problem-solving skills and the ability to set priorities.
  • Ability to set and meet time-critical deadlines and work under pressure in a fast-paced environment.

Salary

*Please note this is a Pay Equity designated position PE538-51A and that the associated salary range is $91,946 - $106,637 per annum

Union/Association

ACUMAE

Interested applicants must submit a curriculum vitae with a covering letter by June 22, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.


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