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Job description

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UNIVERSITY SECRETARIAT

DIRECTOR, UNIVERSITY SECRETARIAT (C4733)


Posted on: July 23, 2021
Deadline: August 5, 2021
Grade: N/A
Campus: SGW

Note

This is an indeterminate contract position.

Scope

Reporting to the Secretary-General and General Counsel, the incumbent provides the Secretary-General and General Counsel with accurate information necessary for the planning and management of the University Secretariat sector. The incumbent also serves as primary contact for all personnel, financial and facilities issues and procedures for the sector, which includes the Office of the Secretary-General and General Counsel, Legal Services, the Office of Board and Senate Administration, Records Management and Archives, Translation Services, the Ombuds Office and the Office of Rights and Responsibilities.

Primary responsibilities

  • Oversee the human resources activities of the Office of the Secretary-General and General Counsel (SG & GC). Serve as the primary contact between the SG & GC and Human Resources for the Office’s personnel matters. This includes the recruitment, training, supervision and/or guidance of office staff. Establish ongoing performance and professional development expectations. Direct efforts to establish, maintain and review efficient workflow processes, information systems, organizational structures and professional development. Review, recommend and implement continuous improvement.
  • Oversee the human resources activities of the University Secretariat sector for the SG & GC. This includes serving as primary contact between sector department heads, the SG & GC and Human Resources, providing guidance to sector department heads, anticipating and evaluating the human resource requirements of each department, and recommending and implementing staffing strategies and procedures.
  • Oversee the financial planning and management of the University Secretariat sector for the SG & GC. Serve as the primary contact between the SG & GC and the Office of Budget Planning This includes assessing, determining and allocating annual departmental budgets, setting budgetary controls, preparing quarterly forecast for each department, and overall year-end sign off.
  • Oversee all facilities needs of the University Secretariat sector on behalf the SG & GC. Serve as the primary contact between the SG & GC and Facilities Management. This includes evaluating space needs, planning, and costing of all renovation projects and department moves.
  • Assist the SG&GC on strategic and emerging issues that require high-level attention and follow-up action.
  • Work collaboratively with senior administrative offices – in particular the Offices of the President, Vice-Presidents – in support of a variety of activities involving the University Secretariat.
  • Maintains close working relationship with sector Directors as well as other members of the internal community, external stakeholders, government agencies, institutions and the community at large.
  • Initiate and manage special projects or committees on behalf of the SG & GC, senior administration and/or external partners.
  • Act as an advisory member as well as change agent on behalf of the University Secretariat on various committees and working groups examining issues of university-wide relevance such as the Unity Project.
  • Plan and roll out appropriate action plan to ensure sector members are informed and trained on new and evolving university-wide tools, mechanisms and platforms such as HRIS, FIS, HUB.

Requirements

  • Bachelor’s degree in an area related to the primary responsibilities and a minimum of seven years of pertinent work experience, at least three of supervisory and/or managerial experience in a university environment.
  • Thorough knowledge of the University environment, of the Quebec higher education system is highly desirable.
  • Excellent interpersonal and communication skills, along with proven leadership abilities.
  • Very good knowledge (Level 5) of spoken and written English and good knowledge (Level 4) of spoken and written French in order to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both official languages.
  • Thorough knowledge of Outlook (for email, agenda, task, note and contact management); basic knowledge of Word (to format correspondence, documents, and reports), Excel (to input and update information on spreadsheets), PowerPoint (to create presentations), and Access (to enter, update, and maintain data).
  • Superior ability to maintain a high degree of professionalism and discretion commensurate with the Office of the SG & GC.
  • Demonstrated ability to facilitate planning processes, direct and manage projects within established deadlines and parameters.
  • Superior negotiation skills.
  • Diligent attention to detail.
  • Proven team building ability.

Salary

$106,220 - $123,196 per annum

Interested applicants must submit a curriculum vitae with a covering letter by August 5, 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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