Assistant to the Dean - Jobs in Montréal, QC

Job Description

Please refer to the How to Apply for a Job (for External Candidates) 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).You have until January 19, 2022, 11:59 p.m. to submit your application.Hiring Unit:McGill Library (Office of the Trenholme Dean of Libraries)Position Summary:Provide executive level support to the Trenholme Dean of Libraries. Provides leadership to manage effective systems and protocols within the Dean’s office under the supervision of Director of Administration. This includes performing and/or organizing activities in support of the daily operations of the Office of the Dean, by ensuring that administrative services are carried out in accordance with established goals and objectives. It includes managing the Dean’s calendar, conducting research in order to prepare briefing materials, organizing travel, managing the Dean’s tasks and preparing confidential and sensitive communications. Work closely with several units including University Advancement, the Office of the Provost and Vice-Principal (Academic) and the Secretariat.Primary Responsibilities:

• Organize and direct all activities associated with the Office of the Trenholme Dean of Libraries including communication, professional and other engagements; travel and participation in academic life; prepare documentation and background briefs, as required.
• Provide proactive assistance to the Dean including agenda management, scheduling individual and group meetings, assist in forward-planning and advise of impending deadlines.
• Functions as a gatekeeper to assure prioritization of the Dean’s time. Responds to a wide variety of general inquiries from faculty, staff and patrons, regarding the Library policies, procedures and practices. Answers questions or provide referral to appropriate resource person. Record, file and/or forward as appropriate all incoming internal and external paperwork, emails and telephone calls in a prompt and professional manner.
• Deal with sensitive and confidential information in the absence of the Dean. Use judgment and initiative in prioritising responses and issues.
• Verify expense reports and Travel & Staff Development forms for Dean’s signature.
• Keep notes and minutes, and accountable for the follow up of business. Liaise with committee members, guest speakers, visitors and donors.
• Liaise with central senior administrative and other units, e.g. Provost’s Office, Secretariat, Academic Personnel to ensure timely management of files pertaining to research grants, tenure and re-appointment applications.
• Provides research, analysis to prepare briefing materials for the Dean, for various workgroups/taskforces and Committees for which the Dean has been nominated to, on behalf of the University.
• Make travel and accommodation arrangements.
• Undertake special projects pertaining to the administrative operations of the unit such as developing and managing database of contacts for fundraising, taking minutes or notes of meetings and planning promotional campaigns or events.

Other Qualifying Skills and/or Abilities:

• Demonstrated high degree of discretion and decorum.
• Demonstrated organizational skills.
• Proven leadership, initiative, determination and creativity in solving problems. Ability to work independently and manage multiple projects.
• Strong communication skills and ability to interact positively and effectively on a professional level with internal and external parties.
• Demonstrated in depth familiarity with department heads and hierarchy. Proven experience in handling academic affairs, administration and budgeting.
• Demonstrated ability to work in a computerized environment, word processing, spreadsheets, databases, presentations.
• English and French, spoken and written.

Minimum Education and Experience:DEC III 3 Years Related Experience /Annual Salary:(MPEX Grade 03) $51,190.00 - $63,980.00 - $76,770.00Hours per Week:33.75 (Full time)Supervisor:LibrarianPosition End Date (If applicable):Deadline to Apply:2022-01-19McGill 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, accessibilityrequest.hr@mcgill.ca .Quick Apply

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