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Administrative Officer (ADM2A)

Université McGill

This is a Full-time position in Gatineau, QC posted July 31, 2017.

Position Summary: 

Reporting to the Assistant Dean, Medical Education at McGill University in Outaouais, the Administrative Officer provides efficient and effective administration in the Office of the Assistant Dean. Support teaching and administration needs in accordance with the Campus’ goals and objectives, while ensuring coherence with the University’s mission and culture. Liaise between the Faculty of Medicine located in Montreal and the office of Outaouais.

Primary Responsibilities: 

  • Participate actively in the development and implementation of the Outaouais satellite Campus such as: project planning, mapping, tracking deadlines and communication;
  • Develop and implement administrative procedures, controls and record keeping systems for the Campus. Ensure process and procedures are well-documented and updated;
  • Plan and manage the physical resources of the Campus (furniture, office supplies, and medical supplies for the simulation center, training classes, conference rooms, and teaching material) ensuring compliance with University and government regulations and the agreement between the University and the CISSS de l’Outaouais;
  • Evaluate and manage administrative IT needs, space inventory and building issues; • Participate in budgetary planning and recommend budget allocations, prepare and submit operating and other budgets;
  • Use professional expertise to prioritize activities or analyze a wide variety of programs and processes;
  • Participate in meetings, make recommendations and provide solutions to issues. Oversee student and academic administrative activities;
  • Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions. Write reports and other documentation and distribute as required;
  • Liaise with internal units and external organizations and ensure collaboration between academic, University and hospital colleagues;
  • Determine staffing needs, prepare job descriptions and participate in the hiring process;
  • Plan large meetings, conferences and special events, including logistics, invitations, catering and all necessary equipment and material; Welcome visitors, determine the purpose of their visit and direct them to appropriate resources and or locations;
  • Host, guide and support residents, associate directors, academic leaders, content experts, site director, teachers, etc.; 
  • Respond to requests for information received by telephone and electronic mail, analyze and sort information, and if necessary take steps further to get the necessary information and relay telephone calls and messages when necessary. Write letters and manage correspondence;
  • Organize travel and make necessary reservations. Complete and process expense reports;
  • Create Excel format tables, PowerPoint presentations, and Word documents in the form of guides and, as needed, manage the database information (Access, MySQL or others);
  • Supervise future staff of the Campus i.e., technicians, student affairs coordinators, etc. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs.


Minimum Education & Experience: 

Undergraduate degree

Three (3) years’ related experience

Reference Number: 

17-0743/MR0613

Salary Range: 

(Grade 04) $50,300 – $62,900 (midpoint) $81,800

Faculty/Unit: 

Faculty of Medicine, Educational Services

Position Type: 

Full-Time

Hours Per Week: 

33.75

Additional Information: 

The position is located in Outaouais.

500 boulevard de l’hôpital, Gatineau, J8V 2P5

How To Apply: 

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now. Click on “APPLY NOW” and clearly indicate the reference number.

We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted. McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities and others who may contribute to further diversification.
Knowledge of medical terminology and university environment is an asset. Proactive with independent judgment in the determination of priorities. Good project management skills and knowledge. Ability to plan work in respect of deadlines taking into account emergencies. Professional attitude with collaborative leadership and ability to work in a team. Ability to work under pressure. Good knowledge of Word, Excel and PowerPoint. Excellent oral and written communication (French and English). Available to travel to Montreal occasionally (training, meetings).

Skills Required

  • Education level: University
  • Work experience (years): 3-5 years

Package

Salary: N/D