Administrative Supervisor > Mcgill University > Joboolo CA :
Company : Mcgill University Location : Montréal Quebec From : Talent CA
Primary Responsibilities:
High-level Administrative Support (50%) 1.
Responsible for providing high level organizational and tactical support to the Associate Dean and Director (ADD) of the Ingram School of Nursing (ISoN) to ensure the smooth operations of the School:
a.
Oversee the day to day activities of the School, ensuring that those activities are carried out in an effective and efficient way;b.
Liaises with AEC11 (Academic Affairs, HR and Finance) for all academic contracts, appointments, promotions, payments and changes to any administrative procedures.c.
Responsible for managing agenda, minutes, actions items of governance meetings (e.g.:
School Council, NEXT, IOC)d.
Create draft version of annual report on behalf of ADD for annual submission; e.
On behalf of the ADD manage a variety of special projects (e.g.:
onboarding process for academic staff)f.
Ensure the day to day activities are aligned with the strategic vision of the School by:
i.
Such activities include Administration, Accreditation Support, Special Events Planning,ii.
Delegate associated tasks or special projects among ISoN staff based on an indepth understanding of the range of activities underway, the assessment of the individual strengths and weaknesses of the faculty and staff within the School, and the current portfolios of each person;g.
Supervise the Departmental Secretary;iii.
Delegate and establish priorities to ensure smooth functioning of the receptionCommunication & Correspondence (25%) 2.
Responsible for the School’s correspondence and communication by the part of the AAD (%) a.
Act as the contact of the School for all interactions with the Ministry of Health and provincial licensing bodies (OIIQ and CMQ), as well as the School’s national accrediting body (CASN); b.
Highlight any key messages or actions required on the part of the ADD when receiving correspondence or any other form of communication from those bodies; c.
Draft in impeccable French/English the proper response on behalf of the ADD; d.
Draft and update terms of reference for new or existing committees and working groups; e.
Prepare briefing documents for the ADD and the Dean;Relationship Management (25%)3.
Responsible for the AAD’s agenda and coordinates meetings/event accordingly, as well as ensures all relationships with internal and external stakeholders (including donors) are managed effectively (%)a.
Plan, schedule and prioritize meetings for the ADD;b.
Create agendas for all committees chaired by the ADD based on previous meetings, current initiatives, and activities planned for the future;c.
Follow-up with those identified to take action on an item to facilitate its timely completion as well as inform the ADD of any items unlikely to be completed in the timeframe expected, the reasons, and potential alternativesd.
Maintain contact with key ISoN stakeholders (e.g., Mr.
Richard Ingram, alumni) on behalf of the ADD through proper channels and organize regular events for them.Other Qualifying Skills and/or AbilitiesDemonstrated experience in managing an office.Demonstrated ability to prioritize, multi-task and meet strict deadlines.Customer focused with a proven ability to communicate clearly and effectively with a varied clientele in a client-centered environment, maintaining a professional tone and manner in both verbal and written communication.Proven ability to draft correspondence and other texts as well as proofread and edit documents using appropriate spelling, grammar and punctuation.Demonstrated ability to provide support for various administrative activities, including organizing events, and producing reports.
Meticulous in documenting follow-up actions regarding ongoing files.
Experience overseeing and managing projects.At ease in a PC environment using MS Word, Excel, PowerPoint, Adobe Acrobat, Outlook, Banner (SIS) and Minerva.Knowledge of French and English:
McGillUniversity 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.Minimum Education and Experience:
DEC III 3 Years Related Experience /Annual Salary:
(MPEX Grade 03) $59,870.00 - $70,440.00 - $81,010.00Hours per Week:
33.75 (Full time)Supervisor:
Manager AdministrationPosition End Date (If applicable):
