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Position Summary:
Reporting to the Associate Director, Administration, the Faculty Development Division Director and the Project Lead for Blended Learning Activities, the incumbent will support the administrative functions of the Faculty Development Division and Blended Learning Programs in the Department of Family Medicine. The incumbent will also play a key role in development and implementation of new initiative and activities.
Primary Responsibilities:
- Provide professional administrative support to the Division Director and Project Leads by collaborating with them to set priorities and ensure the smooth, efficient operations of the Department’s Faculty Development Office. Anticipate and respond to a range of administrative needs to allow the Director to advance their mandate.
- Collaborate with Faculty Development Director in planning, developing, and administering the annual working agenda for Faculty Development that may include workshops, seminars, and online or blended learning activities.
- Coordinate day-to-day project management of the Faculty Development Curriculum to ensure all the activities are completed according to schedule, resolve encountered problems and address delays with backup plans.
- Assist in the planning and organization of events such as the departmental retreat, conferences, symposia, and site visits . Make travel arrangements when needed.
- Provide support with the preparation of materials for pedagogical support for faculty development activities which may include content and format planning.
- Organize and support meetings, seminar workshops, classes and events including scheduling, sending invites, compiling the agenda, preparing presentations, ordering catering, taking minutes and following up on action items. Ensure the Directors are briefed for meetings and have the required documents prior to meetings.
- Prepare, compile and submit CPD accreditations, checking that all regulations have been met, obtaining appropriate signatures and assuring deadlines are met.
- In coordination with the Communications Officer, create communication materials (newsletters, brochures, and other promotional material) in support of the Program; ensure the program websites, the content and the Faculty Development listservs are updated and maintained regularly.
- Update and contribute to program management tools, documenting and monitoring of projects; act as record keeper, ensure follow-up. Generate reports for statistical purposes.
- Set up and maintain programs’ project databases and other resources including courses housed on MyCourses . Ensure these database/resources are accurate and up to date.
- Ensure timely and effective communication and follow-up with workshop and course participants regarding registration and certification. Provide explanations and resolve problems in relation to their access and dossiers.
- In collaboration with the Director and AEC’s Finance Officer, prepare budget and oversee (short/long-term) operating fund. Monitor financial activities. Prepare expense reports, invoices and purchase forms for vendors.
- Act as a resource person with regard to common systems used by the program, including myCourses, Minerva, Zoom etc. and refer users to available IT support when required.
- Act as part of the departmental team, if required will assist other divisions in order to meet set deadlines.
Other Qualifying Skills and/or Abilities
- Exceptional interpersonal and communication skills;
- Strong verbal and written communications skills, in both English and French;
- Sound experience with program development or project administration;
- Proven experience with management of complex, multifaceted agendas and ability to evaluate issues and determine priorities;
- eLearning design and development experience with Articulate Storyline or other suite of rapid authoring tools is an asset;
- Visual design and layout skills (Canva, Adobe InDesign, Photoshop, Illustrator);
- Experience with and knowledge of Learning Management Systems (myCourses), an asset;
- Experience with building and managing budgets and solid knowledge of grant application process;
- Experience with and knowledge of working in research field and/or Family Medicine;
- Ability to learn new skills and technology;
- Exceptional attention to detail;
- Must be service-oriented, entrepreneurial and creative, and be able to liaise with all levels of staff, and professors;
- Ability to work independently or with teams with minimum direction or supervision;
- Flexibility to adapt to tight deadlines, frequent changes and demands;
- Ability to take minutes at meetings and follow up with action items in a timely manner;
- Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint and Outlook.
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 #2 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
(MUNACA Level H) $33.05 - $40.97
20.25 (Part time) Tuesday, Wednesday, Thursday
Assoc Director Administration
Position End Date (If applicable):
2026-06-10
2025-07-02
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.
