Administrative Officer

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*This is a full-time, 2 year contract

Position Summary:

Reporting to the Associate Director of the Administrative Excellence Center (AEC) of the Faculty of Medicine and Health Sciences. The Administrative Officer will provide efficient and effective administration to the Department of Medicine, in support of teaching, research and administration, in accordance with the departmental goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies for the department. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, archives and governance. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and analysis.

Primary Responsibilities:

• Monitor, promote and advocate the use of best practices regarding McGill financial policies and processes such as expense reports, endowments, BSA, etc. Liaise with the AEC Finance team to resolve issues that may arise when applying these practices.

• In collaboration with the Associate Director and Human Resources team , following a needs assessment, supports and recommends selection of personnel; manage performance; supervise and manage all administrative staff. Oversee implementation and evaluation of new initiatives. Ensure process and procedures are well documented and updated.

• Identify, in collaboration with the HR team, training tools and recommend professional development opportunities for the administrative staff, as appropriate. Analyze administrative problems, determine course of action, and provide advice to the Associate Director on problem resolution.

• Acts as a liaison between the academic staff and the administrative staff, addressing concerns from faculty about administrative performance and efficiency.

• In collaboration with the Associate Director, analyses departmental administrative problems, determines course of action, and provides advice to faculty, department or unit on problem resolution.

• Manages and oversees all departmental meetings in collaboration with the Administrative Assistants. This includes; Department of Medicine, Department of Medicine Council, External reviews, Division Executive meetings and any other meeting as per department needs.

• Oversees and ensures the delivery of services provided for the departmental meetings including preparation of agendas and minutes. Ensures the administrative support staff maintain proper follow-up. Acts as a backup to execute various administrative tasks, such as attend meetings, taking minutes, managing complex agendas, event organization, etc.

• Resolves complex issues and liaises with the administrative leadership team to ensure compliance with University policies and procedures, funding and agencies rules and regulations.

• Provides administrative direction when planning of departmental activities, including Faculty Orientation, Research Day, Symposiums, Rounds, and Retreats.

• Oversee, manage and support the Division Directors with the submissions of performance evaluations. In liaise with the Academic Affairs team, identifies any discrepancies, propose solutions, and make recommendations as needed.

• Other responsibilities as required or needed.

Other Skills and Qualifications:

Bachelor of Administration (BAdmin) preferred. Proven leadership, initiative, determination and creativity in solving problems. Proven experience with management of complex, multi-faceted agendas and teams. Team building. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities. Must be able to demonstrate a high level of initiative, independence, professionalism and discretion at all times. Possesses strong interpersonal skills and the ability to build constructive and effective relationships. Proven flexibility in order to adapt to tight deadlines, frequent changes and demands. Meticulous in documenting follow-up actions regarding ongoing files. Experience with minute taking, event coordination and managing complex agendas. Experience with Microsoft Office, an asset. 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.

* Please note this is a full-time, 2 year contract

Minimum Education and Experience:

Bachelor's Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 04) $62,550.00 - $78,190.00 - $93,830.00

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Dir Administration

Position End Date (If applicable):

2025-03-15

Deadline to Apply:

2023-06-07

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, [email protected] .