Administrative Officer

Updated: 3 months ago
Job Type: FullTime

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Position Summary:

Reporting to the Dean of the Faculty of Dental Medicine and Oral Health Sciences, the Administrative Officer is responsible for managing the Dean’s office. Participates in the implementation of and promotes the Faculty’s academic, research and strategic goals; responsible for operations, office management, academic affairs and governance in relevant areas. Manages physical resources in collaboration with the Faculty’s reporting units while ensuring coherence with the University’s mission and culture. Supports a range of dossiers and initiatives led by the Dean of the Faculty of Dental Medicine and Oral Health Sciences, including preparation, and drafting of planning and policy documents, project reports, briefing notes, data analysis and presentations.

Primary Responsibilities:

  • Manage the operations and activities of the Dean’s office through efficient and effective use of resources to support the Faculty’s strategic goals and operations; anticipate needs or issues to ensure the smooth functioning of the Dean’s office.

  • Manage and liaise with internal stakeholders, namely reporting units in the Dean's area and their staff at all levels, in facilitating their respective contributions to the processes in place.

  • Analyze, interpret, and apply Faculty and University policies and guidelines for the Dean and develop and implement procedures and processes in support of the Dean’s governance stewardship responsibilities.

  • Provide administrative support to the Dean. Tasks include calendar management, planning meetings, information sessions, workshops, and events, as well as liaising and collaborating with reporting units; interact frequently with other executive offices of the University, including the Secretariat, the Principal and Provost’s and Associate Provost’s Office, and other Dean’s offices of the University.

  • Manage and oversee the report and implementation of the Faculty’s strategic plan 2021-2026 and assist in the development of the strategic plan 2026-2031.

  • Responsible for developing and implementing Faculty-wide governance and policies, as well as periodic updates and changes as appropriate in collaboration with policy stakeholders; collaborate with the reporting units to ensure effective communication of policies and updates.

  • Oversee the planning and execution of governance meeting preparation activities and agendas in collaboration with the Dean and senior members of the reporting units, delegating to support staff as appropriate.

  • Support the Dean in developing themes for and Executive Committee, Faculty Council and Town Hall meetings, prepare presentations and other supporting materials for strategic meetings. Participate in meetings, take detailed minutes, and communicate with participants to ensure timely follow-up on critical elements, implementation of agreed decisions, and regular business arising. Manage and ensure timely completeness of governance documentation.

  • Responsible for the planning of Executive Committee Meetings and Faculty Council Meetings, including Huis Clos sessions. Responsible for preparation and documentation, official records such as votes, and archiving of said records; partner with reporting units in monitoring business action items stemming from various governance meetings.

  • Review documentation received by reporting units, ensuring accuracy and attention to detail while being mindful of the sensitivity and confidentiality of the issues presented.

  • Oversee the Dean’s bilingual correspondence, draft and review letters and memos, oversee distribution of documentation, announcements, notices etc. to faculty, staff, and external stakeholders from the Dean’s office in English and French.

  • Manage the process of Faculty, University, and external awards, from call for nominations to announcement of awardees.

  • Manage and organize the meetings and documentation for the Annual Academic Performance Review process for the Dean.

  • Work closely with the Academic Personnel Office and the Faculty’s Human Resources team to ensure that key events in the life cycle of ranked academic staff are tracked and managed in a timely fashion, including the processes related to the recruitment, reappointment, tenure, and promotion of tenure-track and contract academic staff. Responsible for the organization and documentation of the related Committee meetings.

  • Liaise with the Faculty’s external partners such as the “Ordre des dentistes du Québec” (ODQ), and Accreditation bodies; offer guidance for requests of restricted licenses and other documents for various areas of the Faculty; provide support for accreditation and other academic review processes.

  • Manage, plan, organize and execute all aspects of major annual Faculty events such as Orientation, White Coat Ceremony, Convocation, the annual Holiday event, as well as donor-related events such as Homecoming; act as team lead of the organizing committee; manage the involvement of participating units and external vendors; review contracts and cost estimates, control budget, manage online registration applications and negotiate with venue representatives.

  • Oversee all aspects of security, emergency responses and safety procedures at the Faculty; manage and control electronic card access and maintain/update data regularly in accordance with security measures and University policies.

  • Responsible for the implementation of guidelines and best practices regarding information and knowledge management in the Faculty, including the Faculty’s electronic record retention system.

  • Directly supervise support staff in the Dean’s office. Perform the annual performance assessments, verify work, oversee workflow, approve vacation, and authorize absences.

Other Qualifying Skills And/Or Abilities:

  • Experience working in a university and/or senior office of a large organization an asset.

  • High level of interpersonal skills.

  • Ability to establish and maintain effective working relationships with both internal and external stakeholders.

  • Demonstrated ability to work under pressure, adapt to changing circumstances and priorities, work both autonomously and as part of a team.

  • Proven organizational skills with the ability to set priorities, problem-solve, and multi-task to meet deadlines.

  • Attention to detail and critical analytical skills.

  • Familiarity with domestic and international business travel desirable.

  • Knowledge of financial tasks such as invoices and expense reports.

  • Ability to work in a PC and Mac environment using MS Office (Word, Excel, PowerPoint & Outlook), Banner FIS and Minerva.

  • Excellent judgment, tact, and discretion.

  • Ability to respond sensitively and with good judgement to a variety of difficult situations.

  • Must be available to support unanticipated or urgent administrative needs/projects.

  • Exceptional written and spoken communication skills in French and English in multi-cultural, diverse professional settings with individuals across all ranks or social standing are a must; personal experience in/with diverse communities, such as indigenous or Canadian visible minorities highly desirable.

Faculty/Unit: Office of the Dean of Dental Medicine and Health Sciences


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:


Professor


Position End Date (If applicable):



Deadline to Apply:


2023-11-27


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] .



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