Assistant to the Associate Vice-Principal and Associate Dean

at  McGill University

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Position Summary:
The incumbent will work closely with the Associate Vice-Principal (Global Policy and Innovation), Director and Associate Dean of the School of Population and Global Health (SPGH) in the Faculty of Medicine and Health Sciences to provide high-level organizational support to support the School’s strategic mission and initiatives.
He/she performs and organizes activities in support of the daily operations of the Office, as well as manages a highly complex agenda and plays an integral role in the planning of special, School-wide and participates in Faculty-level events. Further, the Administrative Assistant establishes priorities and schedules of projects, as well as participates in the development and implementation of projects related to the school’s mission to nurture the development of world-class, ground-breaking research, novel educational programs, and scholarly innovations that address pressing and prospective population and global health challenges.

Primary Responsibilities:

• Responsible for managing a highly complex agenda for the AVP / Director/ Associate Dean of SPGH, including managing correspondence, taking and following up on meeting minutes and booking travel, etc.
• Act as primary liaison with both internal and external stakeholders on behalf of the school, as well as for the drafting of correspondence, letters and short documents, tables and reports that may be complex in nature in both English and French.
• Develop and maintain administrative mechanisms to ensure follow-up on the implementation and monitoring of priorities within the Office and work with the departments in support of its strategic initiatives and related programs.
• Ensure coordination of School-wide events working with Special Events, Communications and key stakeholders including but not limited to logistics, budget monitoring, room setup, organizing the format of the event, registering participants, etc.
• Assist with the logistics for onboarding and orientation of new staff
• Participates with HR on recruitment of casuals and work study students and complete probation review forms. Meet regularly with casual employees, assign and verify work, monitor deadlines, provide coaching and training. Approve overtime, vacation and absences.

Other Qualifying Skills and/or Abilities
Experience working in a university in a senior office an asset. Previous experience working with government officials and not-for-profit organizations is also considered to be an asset. Proven experience and ability to manage a complex agenda. Experience organizing multiple events throughout the year. Supervisory experience is an asset. Experience overseeing building-related matters. Experience providing assistance on academic dossiers is an asset. Ability to establish and maintain effective working relationships with both internal and external stakeholders. High level of interpersonal skills. 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 problem-solve, and multi-task to meet deadlines. Excellent attention to detail. Excellent judgment, tact and discretion. Superior communication and writing skills. Must be available to support unanticipated or urgent administrative needs/projects. Must be available for occasional events outside of standard working hours on evenings or weekends. Ability to work in a PC using MS Office (Word, Excel, PowerPoint & Outlook), Workday, Banner and Minerva. Perfectly bilingual- from French & English – verbally and written
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. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
Annual Salary:
(MPEX Grade 03) $61,070.00 - $71,850.00 - $82,630.00
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)
Hours per Week:
33.75 (Full time)
Supervisor:
Director of Administration, SPGH
Position End Date (If applicable):
Deadline to Apply:
2024-11-10
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,
accessibilityrequest.hr@mcgill.ca.

• Responsible for managing a highly complex agenda for the AVP / Director/ Associate Dean of SPGH, including managing correspondence, taking and following up on meeting minutes and booking travel, etc.
• Act as primary liaison with both internal and external stakeholders on behalf of the school, as well as for the drafting of correspondence, letters and short documents, tables and reports that may be complex in nature in both English and French.
• Develop and maintain administrative mechanisms to ensure follow-up on the implementation and monitoring of priorities within the Office and work with the departments in support of its strategic initiatives and related programs.
• Ensure coordination of School-wide events working with Special Events, Communications and key stakeholders including but not limited to logistics, budget monitoring, room setup, organizing the format of the event, registering participants, etc.
• Assist with the logistics for onboarding and orientation of new staff
• Participates with HR on recruitment of casuals and work study students and complete probation review forms. Meet regularly with casual employees, assign and verify work, monitor deadlines, provide coaching and training. Approve overtime, vacation and absences