Administrative Officer

3 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

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.-
- 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.-
- 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

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