Job title: Administrative Officer
Job type: Fulltime
Location: Montréal, QC
Faculty/Unit: Office of the Dean of Dental Medicine and Health Sciences
Annual Salary: (MPEX Grade 04) $62,550.00 – $78,190.00 – $93,830.00
Hours per Week: 33.75 (Full time)
Supervisor: Director Admin & Finance
ABOUT THE EMPLOYER
McGill University prioritizes merit-based hiring and holds a steadfast commitment to fostering equity and diversity within its community. We actively encourage applications from individuals from various backgrounds, including racialized persons/visible minorities, women, Indigenous persons, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities. Additionally, we welcome applications from all qualified candidates who possess the necessary skills and knowledge to effectively engage with diverse communities.
McGill University implements an employment equity program and urges members of designated groups to voluntarily self-identify. Individuals with disabilities who anticipate requiring accommodations during any stage of the application process are invited to reach out confidentially to accessibilityrequest.hr@mcgill.ca.
JOB DESCRIPTION
As the direct report to the Dean of the Faculty of Dental Medicine and Oral Health Sciences, the Administrative Officer oversees the efficient management of the Dean’s office. This role involves actively contributing to the realization and advancement of the faculty’s academic, research, and strategic objectives. Responsibilities encompass overseeing daytoday operations, managing office affairs, coordinating academic matters, and facilitating governance activities within relevant domains. Collaborating closely with the faculty’s reporting units, the Administrative Officer ensures optimal utilization of physical resources while aligning with the University’s overarching mission and values.
Furthermore, the role entails providing comprehensive support for various projects and initiatives spearheaded by the Dean, including the preparation of planning documents, policy drafts, project reports, briefing materials, data analysis, and presentations.
JOB SPECIFIC REQUIREMENTS
1. Qualifications:
Education: Bachelor’s degree
Experience: 3 Years Related Experience
RESPONSIBILITIES
Operations Management: Ensure the smooth functioning of the Dean’s office by efficiently managing resources to support the Faculty’s strategic objectives. Proactively anticipate needs and address any potential issues to maintain operational efficiency.
Stakeholder Liaison: Act as a liaison between the Dean’s office and internal stakeholders, including reporting units within the Dean’s area. Facilitate communication and collaboration to ensure cohesive contributions to established processes.
Policy Implementation: Analyze and apply Faculty and University policies and guidelines, developing and implementing procedures to support the Dean’s governance responsibilities effectively.
Administrative Support: Provide comprehensive administrative support to the Dean, including calendar management, meeting planning, and coordination with reporting units. Collaborate with executive offices across the University and manage interactions with external stakeholders.
Strategic Plan Oversight: Manage the implementation and reporting of the Faculty’s strategic plan for the specified period. Assist in the development of future strategic plans, ensuring alignment with organizational goals.
Governance and Policy Development: Develop and implement Faculty-wide governance policies, coordinating updates and changes as necessary. Communicate policies effectively and ensure compliance across reporting units.
Meeting Planning and Execution: Oversee the planning and execution of governance meetings, including agenda preparation and documentation. Support the Dean in developing themes, preparing presentations, and facilitating discussions.
Bilingual Correspondence: Manage bilingual correspondence from the Dean’s office, drafting and reviewing letters, memos, and other communications in English and French. Ensure accurate distribution to internal and external stakeholders.
Award Management: Coordinate the nomination and selection process for Faculty, University, and external awards. Manage documentation and announcements related to award recipients.
Academic Performance Review: Organize and document the Annual Academic Performance Review process for the Dean, liaising with relevant offices and committees.
Academic Personnel Management: Collaborate with academic personnel and human resources teams to oversee key events in the academic staff life cycle, including recruitment, reappointment, tenure, and promotion processes.
External Partner Liaison: Maintain relationships with external partners such as professional organizations and accreditation bodies. Provide guidance and support for accreditation processes and other initiatives.
Event Management: Plan and execute major annual Faculty events, including Orientation, Convocation, and donor-related functions. Manage event logistics, budgets, and vendor negotiations.
Security and Safety Oversight: Ensure compliance with security and safety procedures at the Faculty, including emergency response protocols and electronic access control.
Information Management: Implement guidelines and best practices for information and knowledge management within the Faculty, including electronic record retention systems.
Staff Supervision: Directly supervise support staff in the Dean’s office, including performance assessments, workflow management, and leave authorization.
OTHER REQUIRED QUALITIES
Bilingual Proficiency: Proficiency in both French and English languages, with the ability to write in both languages at a professional level, is essential for effective communication within the bilingual context of the role.
Interpersonal Skills: A high level of interpersonal skills is required to effectively interact with a diverse range of stakeholders, both internal and external, fostering positive relationships and collaboration.
Educational Background: A Diploma of College Studies (DEC) degree in Public Administration or related fields is required. Preference may be given to candidates with a Master’s degree or a Master of Public Administration.
Professional Experience: Experience working in a university setting or a senior office of a large organization is considered an asset, demonstrating familiarity with complex administrative environments.
Relationship Building: Ability to establish and maintain effective working relationships with various stakeholders, demonstrating diplomacy and professionalism in interactions.
Adaptability: Demonstrated ability to work under pressure, adapt to changing circumstances and priorities, and function effectively both independently and as part of a team.
Organizational Skills: Proven organizational skills are essential, including the ability to set priorities, problem solve, and multitask to meet deadlines in a fast-paced environment.
Analytical Skills: Strong attention to detail and critical analytical skills are necessary for accurately assessing situations and making informed decisions.
Financial Acumen: Familiarity with financial tasks such as handling invoices and expense reports is desirable.
Technological Proficiency: Ability to work in a PC and Mac environment using various software applications, including MS Office (Word, Excel, PowerPoint & Outlook), Banner FIS, and Minerva.
Judgment and Discretion: Excellent judgment, tact, and discretion are required when dealing with sensitive information and difficult situations.
Cultural Sensitivity: Ability to respond sensitively and with good judgment to a variety of cultural contexts and diverse communities, such as indigenous or Canadian visible minorities, is highly desirable.
Availability: Must be available to support unanticipated or urgent administrative needs/projects, demonstrating flexibility and dedication to the role.
Communication Skills: Exceptional written and spoken communication skills in French and English are necessary for effectively communicating in multicultural, diverse professional settings with individuals across all ranks or social standing. Personal experience in or with diverse communities is highly valued.
OTHER BENEFITS
Dental care
IMPORTANT INFORMATION
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HOW TO APPLY
Apply online by clicking the link below.
JOB LINK: https://ca.indeed.com/jobs?q=&l=Montr%C3%A9al%2C+QC&from=searchOnHP&vjk=18dc04f87c90caa2
