Assistant to Associate Dean

McGill University

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Position Summary 

The Post Graduate Medical Education oversees and supports residency and fellowship training programs.  The incumbent is responsible for providing flexible, agile, and high-quality support for the Associate Dean, PGME by overseeing all issues related to scheduling, meeting, and to ensure effective prioritization of the Associate Dean’s time.   

Primary Responsibilities:

  • Plan, schedule and prioritize the Associate Dean’s  agenda and ensure that all meetings and events request are scheduled in a timely manner, based on priorities.

  • Responsible for providing a high level of administrative support to the Associate Dean. Anticipates and responds to a range of administrative needs 

  • Liaise with staff, students, and senior administration on behalf of the Associate Dean.  Process highly confidential and sensitive information.

  • Provide comprehensive administrative support for various committees, including organizing meetings, preparing agendas, meeting material, briefing notes, speaking notes, presentations and taking accurate meeting minutes.

  • Work closely with other colleagues in the office, and other offices as appropriate, to ensure that the Associate Dean has accurate and up-to-date information prior to meetings and events 

  • Follow up on numerous action items and ensures there are no outstanding issues.

  • Administrative support to accreditation (gathering documents, preparing files, and booking meetings for the Associate Dean.)

  • Support the Associate Dean and / or Associate Director of Operations with special projects.

Other Qualifying Skills and/or Abilities

  • Proven experience with management of complex, multi-faceted agendas. 

  • Demonstrated capacity to manage multiple tasks with tight timelines and competing demands 

  • Strong organizational skills, is able to prioritize tasks, organize meetings with many high-level executive leaders

  • Experience taking meeting minutes

  • Proof reading and editing documents in English and French 

  • Autonomous that requires minimal supervision to complete tasks

  • Must be able to demonstrate a high level of professionalism and discretion at all times.

  • Meticulous in documenting follow-up actions regarding ongoing files. 

  • Contribute effectively to the creation of a positive team environment, with the demonstrated ability to collaborate well with colleagues, including sharing knowledge and skills. 

  • Strong knowledge of Microsoft office tools including Outlook, Word, Excel, Power Point and Adobe. Knowledge of MyCourses is an asset. 

  • Ability to communicate in both English and French (in writing and verbally) 

  • The position is part time: 3 days/week

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. 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 /

Hourly Salary:

(MUNACA Level H) $33.05 – $40.97

Hours per Week:

20.25 (Part time)

Supervisor:

Advisor to the Associate Dean, PGME

Position End Date (If applicable):

2024-03-30

Deadline to Apply:

2023-12-06

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, [email protected] .

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