Administrative Officer - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

This is a fulltime, 2 year contract

Position Summary:

Primary Responsibilities:

In collaboration with the Associate Director and Human Resources team, following a needs assessment, supports and recommends selection of personnel; implements disciplinary actions; manage performance; supervise and manage all administrative staff. Oversee implementation and evaluation of new initiatives. Ensure process and procedures are well documented and updated.
Identify, in collaboration with the HR team, training tools and recommend professional development opportunities for the administrative staff, as appropriate. Analyze administrative problems, determine course of action, and provide advice to the Associate Director on problem resolution.
Acts as a liaison between the academic staff and the administrative staff, addressing concerns from faculty about administrative performance and efficiency.
In collaboration with the Associate Director, analyses departmental administrative problems, determines course of action, and provides advice to faculty, department or unit on problem resolution.
Manages and oversees all departmental meetings in collaboration with the Administrative Assistants. This includes; Department of Medicine, Department of Medicine Council, External reviews, Division Executive meetings and any other meeting as per department needs.
Oversees and ensures the delivery of services provided for the departmental meetings including preparation of agendas and minutes. Ensures the administrative support staff maintain proper follow-up. Acts as a backup to execute various administrative tasks, such as attend meetings, taking minutes, managing complex agendas, event organization, etc.
Resolves complex issues and liaises with the administrative leadership team to ensure compliance with University policies and procedures, funding and agencies rules and regulations.
Provides administrative direction when planning of departmental activities, including Faculty Orientation, Research Day, Symposiums, Rounds, and Retreats.
Oversee, manage and support the Division Directors with the submissions of performance evaluations. In liaise with the Academic Affairs team, identifies any discrepancies, propose solutions, and make recommendations as needed.
Other responsibilities as required or needed.

Other Skills and Qualifications:
Proven leadership, initiative, determination and creativity in solving problems. Proven experience with management of complex, multi-faceted agendas and teams. Team building. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities. Must be able to demonstrate a high level of initiative, independence, professionalism and discretion at all times. Possesses strong interpersonal skills and the ability to build constructive and effective relationships. Proven flexibility in order to adapt to tight deadlines, frequent changes and demands. Meticulous in documenting follow-up actions regarding ongoing files. Experience with minute taking, event coordination and managing complex agendas. Experience with Microsoft Office, an asset. 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.