Job Description

Please refer to the job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).Position Summary:The Assistant to the Dean liaises with many offices across the Desautels Faculty of Management, McGill University and within the external community. In particular, the incumbent works closely and interacts with senior administrators and faculty within the Desautels Faculty and across the University to ensure a seamless communication flow into and out of the Dean\xe2\x80\x99s Office. The candidate is responsible for providing a high level of organizational, administrative, and personal support to the Dean of the Faculty and for contributing to the smooth and efficient operation of the Dean\xe2\x80\x99s Office in support of its priorities and mission. The incumbent must function with an exceptional level of accuracy, judgment, tact and efficiency and work independently under general direction.The candidate handles sensitive information and schedules and coordinates weekly meetings, records actions required, and ensures follow-up. The incumbent must have a strong work ethic, and high work standards, as this position has critical impact on the overall effectiveness of the Office of the Dean. The role is instrumental in establishing a productive work environment.Primary Responsibilities:

• Execute a variety of senior administrative support assignments that anticipate and deliver support (schedule, communications, logistical arrangements, and travel) to allow the Dean to operate at the Dean\xe2\x80\x99s highest ability and to maximize the potential to advance the Faculty and in turn McGill.

• Manage the Dean\xe2\x80\x99s Office administrative activities and support the Faculty\xe2\x80\x99s day-to-day operations.

• Establish and maintain contacts with other University units and external organizations.

• Manage the calendars and meetings for the Dean. Assist with schedule planning with a view to prioritizing events and meetings; make judgments about juggling and deferring meetings when urgent matters arise, and about referring requests and inquiries to other offices for prompt attention.

• Assist with the Dean\xe2\x80\x99s correspondence, drafting letters and memos, and distributing documentation, announcements, notices etc. to faculty and staff.

• Assist the Dean with the preparation of the Executive Committee meetings, Academic Committee meetings, and Faculty Council meetings. Act as the recording secretary for these meetings; be responsible for the preparation of documentation, as well as preparing the official records of the meetings and for archiving said records.

• Follow up on action items related to events and meetings. Ensure that documents and correspondence are prepared in a timely fashion.

• Plan the scheduling of all standing committee meetings and distribute information to faculty members and staff.

• Responsible for organizing, preparing, and advertising a variety of Desautels Faculty events.

• Assist with external communications and provide responses to general inquiries or redirect as needed to the appropriate parties, within the Faculty or at the University level.

• Understand the stakeholders and make time-sensitive and proactive judgments about how these may be accommodated within a demanding schedule. Assist with ensuring that the Dean is properly prepared and briefed for events and meetings.

• Ensure effective communication and information sharing between the Dean and key stakeholders.

• Handle problems and non-routine situations by determining the approach or action to take and interprets guidelines, procedures, policies and practices.

• Provide office operations support such as receiving and screening calls and visitors, staffing the Dean\xe2\x80\x99s reception area, receiving mail, scheduling meetings, maintaining record keeping systems and responding to inquiries.

• Arrange and coordinate all travel and accommodation for the Dean.

• Assist the Dean with collating all requests for signature.

Other Qualifying Skills and/or AbilitiesUndergraduate degree or reasonable equivalent, plus several years (5-7) related experience in a high-profile demanding office environment. Ability to interact professionally and effectively with senior officials, diverse constituencies of the university community, as well as with external contacts. Independent problem-solving and decision-making. Strong communication skills, with the ability to respond sensitively and with good judgment to many difficult, confidential and controversial situations. Flexibility/adaptability to work through an often-extended workday. This role is primarily in-person, usually 5 days a week on site.Exceptional organizational skills; ability to prioritize tasks and handle stress in a fast paced, high volume office to meet deadlines. Excellent communications and interpersonal skills. Strong computing skills, including Microsoft Office, with advanced Excel analysis skills. Absolute confidentiality and discretion. 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 /Annual Salary: (MPEX Grade 03) $61,070.00 - $71,850.00 - $82,630.00Job Profile: MPEX-ADM1A - General Administration - Professional 1 (Excluded)Hours per Week: 33.75 (Full time)Supervisor: ProfessorPosition End Date (If applicable):Deadline to Apply: 2024-07-08McGill 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, .

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