Graduate Studies Administrator

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Position Summary:
In conjunction with the Associate Dean of Biomedical Sciences, Graduate and Postdoctoral Affairs, participates in fulfilling the strategic directions for the Unit. This includes keeping abreast of developments and provides advice to members of the Faculty of Medicine and Health Sciences  community concerning matters related to graduate studies, with a focus on funding allocations, program management and departmental support. Acts as main point of contact on behalf of the Associate Dean.
Primary Responsibilities:

• In close collaboration with the Associate Dean, participates in establishing strategic directions for the Unit. This includes direct responsibility for organizing the administrative infrastructure of the Unit in order to ensure that administrative support is optimized to meet the unit’s objectives;
• Keeps abreast of new developments and provides proactive expertise to members of the Faculty of Medicine and Health Sciences community concerning matters related to graduate studies, with a focus on the Faculty Allocation and Internal Studentships / Fellowships;
• Analyzes reports from Graduate and Postdoctoral Studies (GPS) concerning the disbursement of the funds, compiles detailed statistics and reports for the Associate Dean concerning the allocations, participates in planning disbursement of the allocation to program units; follows up with departments/units/schools to ensure that money is spent appropriately and in entirety;
• Acts as main point of contact on behalf of Associate Dean, particularly for the Graduate Program Directors (GPDs) and Graduate Program Coordinators (GPCs) of the 19 Departments, Units and Schools; resolves problems and issues to reduce the burden on the Associate Dean. Organizes bimonthly meetings with GPCs and GPDs. Participates in specific meetings and information workshops on behalf of the supervisor, where the incumbent may provide training and/or information related to graduate studies and postdoctoral training;
• Oversees FMHS Banting application processes, including determining dates and timelines of competition announcements, determines the schedule for reminders, final deadlines for applications, and when to review schedules. Liaises with Post Graduate Awards Committee (PGAC) members to discuss application procedures, ranking and review processes;
• Acts as primary point of contact for FMHS Graduate Student Health and Wellness Working Group (GSHWWG) and Students Advocating for EDI (Equity, Diversity and Inclusion)/SAFE committees. Oversees programming for monthly Lunch and Learn Series;
• In close collaboration with Teaching and Learning Services (TLS), GPS,  FMHS Local Wellness Advisor, and Associate Dean, develops programming targeted to support faculty members and improve supervisory environments; 
• Develops, distributes and analyses surveys to assess graduate and postdoctoral scholar learning environments;
• Participates and makes recommendations in budget forecasting for Graduate and Postdoctoral Affairs Office;
• Oversees MDCM-PhD program in collaboration the Program Director, organizes applicant recruitment process and scheduling all candidate interviews. Responsible for the administrative oversight on milestone achievement for MDCM-PhD program and liaises with graduate program administrators within Departments;
• Implements and administers Cole Foundation studentship/fellowship program in cooperation with the wishes of the Foundation and in conjunction with the Associate Dean;
• Alongside the Associate Dean, participates and acts as representative of the Faculty of Medicine and Health Sciences at meetings with the Cole Foundation board members. Prepares reports on student and financial status of program. Responsible for the Cole Fellowship Research Day Event; designs, plans and oversees the event, in conjunction with colleagues at the Université de Montréal and Institut Armand Frappier with the goal of maximizing satisfaction of the donor, colleagues and participants. Regularly meets with the Foundation board members, together with the Associate Dean, to update them on the status of the awards (approx. $600,000 per year);
• Delegates and oversees clerical duties of other staff members in the Office of Graduate and Postdoctoral Affairs.

Other Qualifying Skills and/or Abilities
English and French (spoken and written, fluent); Demonstrated ability to work in an MS Office environment, including high proficiency in Excel. Demonstrated experience using Workday, Banner, SIS, FIS, and MMP. Experience with WMS, Destiny One, and survey software an asset. Demonstrated experience working in a higher-education environment. Excellent interpersonal and service-oriented abilities, including tolerance and compassion in stressful situations. Experience working with budgets. Demonstrated experience working effectively with stakeholders from diverse social, academic, economic, and cultural backgrounds. Proven planning, organizational, problem-solving, and decision-making skills. Proven ability to work autonomously and as part of a team. High level of professionalism, discretion, attention to detail, accuracy, and confidentiality required. Demonstrated ability to work flexibly and under pressure on multiple projects, to multi-task, prioritize and meet strict deadlines

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $52,210.00 – $65,260.00 – $78,310.00

Hours per Week:

33.75 (Full time)

Supervisor:

Ethics Officer

Position End Date (If applicable):

2023-06-30

Deadline to Apply:

2022-10-07

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] .