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Faculty of Science
Position Summary:
Reporting to the Director of Administration and Operations, Faculty of Science, and working closely with the Dean, the incumbent is responsible for assisting with the strategic planning and problem solving to the Director and Dean on initiatives/projects undertaken by the Faculty of Science and/or the University. The incumbent will advise and be responsible for leading day to day project execution, overseeing problem structuring and solving, planning and helping to implement change and facilitate the decision making process. They will work within a very complex organizational and logistical environment, responsibilities include; high level project planning, assisting with strategic priorities, short and long term administrative planning, fostering partnerships with key stakeholders and faculty.
They will manage all the administrative activities related to initiatives, projects and priorities. They will act as Advisor and the primary point of contact to the Dean and Director in accordance with the goals and objectives, while ensuring coherence with the Faculty’s missions and culture.
Primary Responsibilities:
Responsible for providing operational leadership to the Director and Dean and ensuring that the Faculty is able to deliver on its objectives, initiatives and commitments.
Provide and advise the Director of Administration and Operations with recommendations and solutions for key issues related to the different portfolios. Analyze the broad impacts of initiatives and assist on strategic academic and non-academic priorities.
Assist with the development of the strategic plan and with the implementation of short and long-term goals. Anticipate and respond to a range of administrative needs to support the Dean and Director to advance the mandate.
Ensure that the Director is appropriately informed of any developments on campus and elsewhere that have the potential to affect the Faculty.
Make recommendations for improving processes and ensuring best practices across all units within the Faculty of Science.
Administer and implement projects/initiatives utilizing established standard project management methodology including planning, scheduling, monitoring projects through the entire systems development lifecycle, and to ensure time and scope meets the commitments.
Implement effective communications plan, including planning, monitoring and adapting to address any communications needs throughout the project/initiative.
Manage the day-to-day operation of the activities relating to special projects and initiatives.
Support and direct the Dean and Director in researching and following up with action on matters, which fall within the Director and Dean’s responsibility.
Develop and produce documents, briefing papers, reports and presentations for the Director – including; creating agendas, pre-meeting briefings and meeting papers, planning of large events (meetings, conference, town halls, etc.)
Supervise the Field Studies Program unit and act as a liaison between the Program Directors and the Dean of Faculty of Science.
Work closely with the Faculty Communications team to facilitate the development of internal communications and to ensure transparency of information in support of the Director of Administration.
Liaise and foster strong working relationships with all stakeholders, partners and interested parties (i.e. academics, stakeholders, etc.).
Prepare special studies and reports as required by Dean and Director.
Serve on department, Faculty, University, and other committees as required.
Keeps abreast of new developments and trends in university administration, including planning, development, and implementation of administrative processes and supporting policies for the departments/units within the Faculty of Science.
Your Qualifications
Your Key Strengths
Experience in a university and academic setting; proven understanding of the complexities of a research environment is preferred.
The ability to communicate clearly, appropriately and efficiently, with discretion and diplomacy.
Bilingual; excellent verbal and written communication skills, in both English and French.
Negotiation skills, including the ability to diagnose key issues, identity common ground, and achieve consensus.
Proven ability to conduct in-depth research, analyze and synthesize critical information.
Proven ability to initiate, support and/or lead key strategic initiatives and drive results.
Excellent collaborative relationship and consensus-building skills.
Advanced Microsoft Office Suite skills, including the ability to produce professional reports and presentations.
Must be self-motivated and proactive.
Proven ability to creatively solve complex problems and demonstrate “out-of-the-box” thinking. Ability to work with abstract, broad, intangible concepts and flush out concrete action plans.
Strong commitment to continuous improvement, with a focus on identifying opportunities to enhance processes, increase efficiency, and support innovation.
As one of Montreal's Top Employers, here is what we offer:
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of 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.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Bachelor's Degree 5 Years Related Experience /
(MPEX Grade 07) $90,170.00 - $112,710.00 - $135,250.00
Job Profile:
MPEX-ADM3A - General Administration - Senior Professional/Manager
33.75 (Full time)
Director of Administration and Operations
Position End Date (If applicable):
2025-06-27
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.