Manager, Office Administration

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday/35 Hours week/Hybrid

**Education Level**
A Bachelor's degree or an equivalent combination of education and experience is necessary. Community College certificate in Medical Terminology an asset

**Career Level**
5-8 years of managerial experience

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

McMaster University’s Faculty of Health Sciences (FHS) Dean and Vice-President’s office works closely and collaboratively with other departments, Faculties and universities as well as external companies and institutions to remain on the leading edge of global health and to maintain and project a professional commitment and responsibility to excellence, integrity and respect within health sciences. The FHS Dean and Vice-President’s office works to support initiatives that will enhance the status of McMaster University, the Faculty, its three schools and 12 departments within the community, nationally and globally.

The Faculty of Health Sciences is also supported by and works closely with the Dean/Vice-Deans Council, Associate Deans and an Operations Group of Senior Administrators as well as 12 Departments within the Michael G. DeGroote School of Medicine and two satellite medical school campuses (Waterloo and Niagara).

The Dean and Vice-President, FHS is closely supported by a collaborative team of Executive Assistants and a Manager who organize, coordinate and assist with various projects, programs, events and administrative duties as well as donor-related and community-based projects. As a physician and researcher, the Dean and Vice-President also requires clinical and patient-related administrative support.

**Job Summary**

The Manager is responsible for implementation of many of the Dean’s directives (within the realm of responsibility) and plays an important role in supporting Faculty leadership, administrative leadership and works with the AVP and others to help ensure a safe, diverse and healthy workplace.

The Manager must examine, review and support the immediate and long-term goals of the Dean and Vice-President and is responsible for building effective relationships within and outside of the university. The Manager must be able to articulate the Dean and Vice-President’s messages and goals while building relationships and supporting effective communications.

This position manages highly sensitive, complex and confidential issues which require advanced supervisory and management skills such as problem solving, decision making and prioritizing. Excellent written and verbal communication skills are critical in all aspects of the position.

The Manager leads the administrative team in the Office of the Dean and Vice President and works closely with the other members of the administration to ensure that excellent service is provided by the Office. The Manager acts as an advisor to the AVP and/or the Dean and VP (or delegate) in certain circumstances. The Manager provides support, guidance and mentorship throughout the onboarding and integration of new leaders and administrators to FHS. The Manager is responsible for creating and maintaining a professional and collaborative team environment with a goal to achieve operational excellence.

**Accountabilities**:

- Serves as a liaison between senior leaders, offices of the President and VPs, managers, directors, donors, alumni, government officials, patients and visitors as required.
- Provide high level guidance, oversight and support in the management and prioritization of an extremely active and complex calendar of appointments for the Dean & VP.
- Responsible for making decisions, communicating effectively with people at all levels on behalf of the Dean & VP, and ensuring the Office of the Dean runs efficiently and effectively.
- Works with the AVP to monitor and evaluate progress in achieving the Dean and VP’s directives.
- The Manager is accountable for managing and leading strategic ad hoc projects and making effective recommendations in support of the Office of the Dean’s strategic initiatives as identified and supported by the Dean & VP and AVP.
- Supports the Manager, Faculty Events & Engagement on faculty events involving university leaders, Vice-Deans, Department Chairs, hospital partners, faculty, students, researchers, donors.
- Tracking and ensuring appropriate recognition communications are administered from the Dean and VP to Faculty, staff and students.
- Supports the creation and maintenance of a strong, professional, equitable and cooperative working environment
- Independently handles inquiries, requests and resolves problems requiring in-depth knowledge of the area and general knowledge of the university and its

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