Administrative and Governance Officer

Job title:

Administrative and Governance Officer

Company

McGill University

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:
Reporting to the Director, Planning and Operations, the incumbent will liaise with a variety of senior offices on behalf of the Office of the Provost and Executive Vice-President (Academic) (OPEVPA), including, but not limited to, the Office of the President and Vice-Chancellor, Secretariat, the Office for Mediation and Reporting and Legal Services, Internal Audit, among others. In particular, the Administrative and Governance Officer closely supports the Provost and Executive Vice-President (Academic) and is is responsible for ensuring the management of the files within the OPEVPA related to the governance of the University, including such files related to the business of the Board of Governors, University Senate, their respective committees, and between the President and Vice-Presidents.Primary Responsibilities:

• Responsible for the preparation of the governance meeting dossiers for the Provost and Executive Vice-President (Academic) including generating appropriate briefing materials and ensuring appropriate supporting information is provided, including executive-level summary briefings, related narratives and historical information in order to ensure informed and effective meetings;
• Plan, develop and implement the schedule of deliverables for the Provost and Executive Vice-President (Academic) such as reports, presentations, speaking notes, major strategic and policy documents and liaises with the appropriate colleagues to ensure deadlines are met;
• Supervision of the administrator responsible for calendar arrangements, travel plans, expense report, ordering of supplies, planning of meetings, conferences, luncheons and special events, and other daily operations of the unit;
• Manage the development of presentations to be given by the Provost and Executive Vice-President (Academic) to the Board of Governors, Senate, and their respective committees;
• Investigate, identify and maintain a list of open agenda topics to bring forward to the appropriate meetings for discussion and decision, with the necessary supporting documentation; recording approvals and decisions taken by the Provost and Executive Vice-President (Academic) and/or the governing bodies of the University;
• Support the Provost and Executive Vice-President (Academic) in his multipartite engagements, notably as they relate to the McGill-Queen’s University Press, and the meetings of Chief Academic Officers of the U15 and the Association of American Universities (AAU).
• Support the Provost’s participation in public and ceremonial events and in annual convocation ceremonies by developing orders of proceedings, speaking notes, event logistics, and by liaising with other senior offices as necessary.
• Perform ad-hoc research, compile information and make recommendations to the Director on special projects. Consult on urgent and confidential/sensitive correspondence and high-priority issues, as necessary.
• Manage communication and deliverables with the Office for Sexual Violence Response, Support and Education and the Office for Mediation and Reporting.
• Manage communication and deliverables with Academic Personnel team, and for the Associate Provost as relates to review of tenure files and academic discipline.
• Supports the Director, Planning and Operations, in ensuring compliance with University policies related to signing authority and data governance, among others.
• Back up duties to support colleagues in the OPEVPA, including advising team members with managing calendars, scheduling appointments or meetings, especially as they relate to governance.
• Investigate and follows up, ensuring prompt, professional and accurate answers to email correspondence. Support in drafting correspondence, memos and reports.
• Conduct internal audit follow-up with units reporting to the Provost, ensuring timely responses and action on recommendations.

Other Qualifying Skills and/or AbilitiesStrong spoken and written communication skills, with the ability to respond to critical issues with sensitivity and good judgment. Exceptional attention to detail required to prepare documents that are consistently of the highest quality in terms of content, format, and design. Demonstrated professionalism and discretion, and exceptional interpersonal and networking skills. Knowledge of McGill University policy and regulations, and interest in academic governance.Service-oriented and the ability to establish productive working relationships quickly with staff at all levels of the University. Exceptional organizational skills, the ability to prioritize tasks and handle stress in a high-volume office to meet deadlines. Demonstrated organizational skills and resourcefulness, and the ability to analyze information, solve problems, and provide recommendations and solutions. Demonstrated proficiency with Microsoft Office 365 applications including Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and OneNote. Knowledge of Minerva, McGill Marketplace (MMP), and Workday is an asset.This position requires fluent knowledge of spoken and written French.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 (fluent) on a scale of 0-4.Minimum Education and Experience: Bachelor’s Degree 3 Years Related Experience /Annual Salary: (MPEX Grade 04) $63,810.00 – $79,760.00 – $95,710.00Job Profile: MPEX-ADM2A – General Administration – Professional 2Hours per Week: 33.75 (Full time)Supervisor: Director Planning and OperationsPosition End Date (If applicable):Deadline to Apply: 2025-01-16McGill 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, .

Expected salary

$63810 – 95710 per year

Location

Canada

Job date

Sat, 21 Dec 2024 01:23:05 GMT

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