Administrative Officer

McGill University

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Place Abstract:

Reporting to the Dean of the College of Dental Drugs and Oral Well being Sciences, the Administrative Officer is accountable for managing the Dean’s workplace. Participates within the implementation of and promotes the College’s educational, analysis and strategic targets; accountable for operations, workplace administration, educational affairs and governance in related areas. Manages bodily sources in collaboration with the College’s reporting items whereas guaranteeing coherence with the College’s mission and tradition. Helps a spread of dossiers and initiatives led by the Dean of the College of Dental Drugs and Oral Well being Sciences, together with preparation, and drafting of planning and coverage paperwork, mission reviews, briefing notes, knowledge evaluation and shows.

Main Obligations:

  • Handle the operations and actions of the Dean’s workplace by environment friendly and efficient use of sources to help the College’s strategic targets and operations; anticipate wants or points to make sure the graceful functioning of the Dean’s workplace.

  • Handle and liaise with inner stakeholders, specifically reporting items within the Dean’s space and their workers in any respect ranges, in facilitating their respective contributions to the processes in place.

  • Analyze, interpret, and apply College and College insurance policies and tips for the Dean and develop and implement procedures and processes in help of the Dean’s governance stewardship obligations.

  • Present administrative help to the Dean. Duties embody calendar administration, planning conferences, data periods, workshops, and occasions, in addition to liaising and collaborating with reporting items; work together incessantly with different government workplaces of the College, together with the Secretariat, the Principal and Provost’s and Affiliate Provost’s Workplace, and different Dean’s workplaces of the College.

  • Handle and oversee the report and implementation of the College’s strategic plan 2021-2026 and help within the growth of the strategic plan 2026-2031.

  • Answerable for creating and implementing College-wide governance and insurance policies, in addition to periodic updates and modifications as acceptable in collaboration with coverage stakeholders; collaborate with the reporting items to make sure efficient communication of insurance policies and updates.

  • Oversee the planning and execution of governance assembly preparation actions and agendas in collaboration with the Dean and senior members of the reporting items, delegating to help workers as acceptable.

  • Assist the Dean in creating themes for and Govt Committee, College Council and City Corridor conferences, put together shows and different supporting supplies for strategic conferences. Take part in conferences, take detailed minutes, and talk with members to make sure well timed follow-up on important parts, implementation of agreed selections, and common enterprise arising. Handle and guarantee well timed completeness of governance documentation.

  • Answerable for the planning of Govt Committee Conferences and College Council Conferences, together with Huis Clos periods. Answerable for preparation and documentation, official data corresponding to votes, and archiving of mentioned data; companion with reporting items in monitoring enterprise motion objects stemming from numerous governance conferences.

  • Assessment documentation acquired by reporting items, guaranteeing accuracy and a focus to element whereas being aware of the sensitivity and confidentiality of the problems offered.

  • Oversee the Dean’s bilingual correspondence, draft and evaluation letters and memos, oversee distribution of documentation, bulletins, notices and so forth. to college, workers, and exterior stakeholders from the Dean’s workplace in English and French.

  • Handle the method of College, College, and exterior awards, from name for nominations to announcement of awardees.

  • Handle and arrange the conferences and documentation for the Annual Tutorial Efficiency Assessment course of for the Dean.

  • Work carefully with the Tutorial Personnel Workplace and the College’s Human Sources staff to make sure that key occasions within the life cycle of ranked educational workers are tracked and managed in a well timed trend, together with the processes associated to the recruitment, reappointment, tenure, and promotion of tenure-track and contract educational workers. Answerable for the group and documentation of the associated Committee conferences.

  • Liaise with the College’s exterior companions such because the “Ordre des dentistes du Québec” (ODQ), and Accreditation our bodies; provide steering for requests of restricted licenses and different paperwork for numerous areas of the College; present help for accreditation and different educational evaluation processes.

  • Handle, plan, arrange and execute all facets of main annual College occasions corresponding to Orientation, White Coat Ceremony, Convocation, the annual Vacation occasion, in addition to donor-related occasions corresponding to Homecoming; act as staff lead of the organizing committee; handle the involvement of collaborating items and exterior distributors; evaluation contracts and value estimates, management finances, handle on-line registration purposes and negotiate with venue representatives.

  • Oversee all facets of safety, emergency responses and security procedures on the College; handle and management digital card entry and preserve/replace knowledge frequently in accordance with safety measures and College insurance policies.

  • Answerable for the implementation of tips and finest practices concerning data and data administration within the College, together with the College’s digital document retention system.

  • Straight supervise help workers within the Dean’s workplace. Carry out the annual efficiency assessments, confirm work, oversee workflow, approve trip, and authorize absences.

Different Qualifying Abilities And/Or Talents:

  • Expertise working in a college and/or senior workplace of a giant group an asset.

  • Excessive degree of interpersonal abilities.

  • Means to determine and preserve efficient working relationships with each inner and exterior stakeholders.

  • Demonstrated skill to work beneath strain, adapt to altering circumstances and priorities, work each autonomously and as a part of a staff.

  • Confirmed organizational abilities with the flexibility to set priorities, problem-solve, and multi-task to satisfy deadlines.

  • Consideration to element and significant analytical abilities.

  • Familiarity with home and worldwide enterprise journey fascinating.

  • Information of monetary duties corresponding to invoices and expense reviews.

  • Means to work in a PC and Mac surroundings utilizing MS Workplace (Phrase, Excel, PowerPoint & Outlook), Banner FIS and Minerva.

  • Glorious judgment, tact, and discretion.

  • Means to reply sensitively and with good judgement to quite a lot of tough conditions.

  • Should be out there to help unanticipated or pressing administrative wants/initiatives.

  • Distinctive written and spoken communication abilities in French and English in multi-cultural, various skilled settings with people throughout all ranks or social standing are a should; private expertise in/with various communities, corresponding to indigenous or Canadian seen minorities extremely fascinating.

College/Unit: Workplace of the Dean of Dental Drugs and Well being Sciences

Minimal Schooling and Expertise:

Bachelor’s Diploma 3 Years Associated Expertise /

Annual Wage:

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

Hours per Week:

33.75 (Full time)



Place Finish Date (If relevant):

Deadline to Apply:


McGill College hires on the premise of benefit and is strongly dedicated to fairness and variety inside its neighborhood. We welcome purposes from racialized individuals/seen minorities, ladies, Indigenous individuals, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities, in addition to from all certified candidates with the abilities and data to productively interact with various communities. McGill implements an employment fairness program and encourages members of designated teams to self-identify. Individuals with disabilities who anticipate needing lodging for any a part of the appliance course of could contact, in confidence, [email protected] .

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