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Position Summary: Reporting to the Executive Director and in close collaboration with the Department Chairs of the clinical departments, the Associate Director of Administration has the overall responsibility for planning, leading, organizing, and directing the administrative and business affairs of a group of departments in the Faculty of Medicine and Health Sciences (FMHS) at McGill University.
The Associate Director of Administration provides expertise and ensures the effective coordination of the financial, academic, and administrative needs, as well as program development and operational management, of the assigned group of departments. The Associate Director of Administration is expected to function independently in directing the work of his/her staff, anticipate, and resolve problems, lead the decision-making process, provide consistent leadership, and maintain excellent interpersonal relationships with all staff, faculty members, Department heads, and other Associate Directors of Administration.
The Associate Director of Administration is expected to communicate and interact effectively across multiple reporting relationships and to collaborate with other Associate Directors, FMHS administration, and affiliated hospital administration to identify and develop best practices and standardized policies and processes. Activities will demand awareness of national and local trends, policies, and issues impacting the assigned departments.
Responsibilities and tasks
1. Provide leadership, organization, and direction in the development of the assigned departments : Serve as a senior adviser to School/Department heads and support the administrative staff; Assist in the strategic development of academic programs and the establishment of departmental goals and a common vision; Manage the development of departmental business plans and programs, including writing proposals, conducting analyses, and meeting and negotiating terms with executive administration from the FMHS, the University, and other entities; Prepare reports, as warranted; Serve on Department, Faculty, University, and other committees as required; Perform other activities as assigned by the Executive Director and/or the Department heads.
2.Work collaboratively with other Associate Directors and the Faculty of Medicine and Health Sciences to identify and communicate best practices and develop standardized policies and procedures, such as: Work with the Chair, the Executive Director and the Finance leadership team to ensure alignment of needs and resources. Develop and administer or provide input to common appraisal systems that measure the performance and contribution of faculty and administrative staff, identify training needs, and provide a basis for career development; Identify training needs and develop training programs for the needs of the School/departments.
3. Manage the operational and business activities of the assigned departments: In partnership with finance leadership, continuously analyze staffing, financial operations, policies, systems, and procedures to ensure efficient and effective departmental performance. Provide oversight to and collaborate with lead managers to improve operations and ensure high-quality administrative support; Recruit, develop, and maintain the staff necessary to support departmental activities; Develop and prepare standard and ad hoc management reports to support the department heads in their decision-making and understanding of department operations. Investigate and maintain a current knowledge of all applicable regulations and standards and ensure guidance for compliance by the department.
4. Collaborate with Academic Affairs to Support Effective Academic Workforce Planning
Work closely with the Faculty’s Academic Affairs office and designated Academic Affairs teams to support the effective planning, coordination, and administration of academic affairs activities across assigned departments. Facilitate collaboration between Department Chairs, administrative teams, and Academic Affairs to ensure departmental priorities are aligned with Faculty and University academic policies, procedures, and strategic objectives. Provide strategic guidance to Department Chairs to support recruitment initiatives, annual performance review processes, academic workforce planning and faculty renewal. Support the implementation of Faculty and University academic policies, procedures, and initiatives, while promoting consistency, compliance, and effective coordination between departments and Academic Affairs.
5. Collaborate with Finance to Support Effective Financial Management of Assigned Departments:
Work closely with the Faculty's Director of Finance and designated finance teams to ensure effective financial planning, resource allocation, monitoring, and compliance across assigned departments. Facilitate collaboration between Department Chairs, administrative teams, and Finance to ensure that departmental operational priorities and financial considerations are well aligned. Support the development and monitoring of departmental budgets by providing operational input, identifying resource needs, and addressing financial risks in consultation with Finance. Ensure timely communication of departmental activities, staffing changes, funding requirements, and emerging financial issues to the designated finance teams. Support the implementation of financial policies, procedures, and recommendations developed by the Faculty and University, while ensuring clear accountability and coordination between departmental administration and Finance
6. Support the academic and research activities of the assigned departments: Collaborate with faculty members, principal investigators, and finance partners to develop and implement strategies that maximize the effective use of funding for research and academic initiatives.
7. Maintain a close liaison with departments and Faculty of Medicine and Health Sciences: Represent the departments in their relationships with internal and external entities, as requested; Communicate departmental issues and concerns to appropriate University and FMHS leadership.
Other Qualifying Skills and/or Abilities
Undergraduate degree in Business Administration, Healthcare Administration, or related field; Extensive management experience, preferably in an academic medical centre, academic department, research institute, faculty practice plan, teaching hospital, or other similar setting; Demonstrated ability to manage multiple complex departments simultaneously; Strong knowledge and/or experience in the management of academic affairs and recruitment, human resources, financial oversight (e.g. institutional budgeting, grant/contract administration), planning, marketing; Demonstrated ability to effectively manage a team, plan and delegate assignments, review work, supervise staff, report to multiple individuals, collaborate with other administrators, and work successfully in a group setting; Superior analytical skills and demonstrated ability to exercise sound judgment in applying and interpreting policies and procedures; Excellent interpersonal skills necessary to establish and maintain effective working relationships with key stakeholders at all levels, both internal and external, to the departments and Faculty of Medicine; Ability to express oneself clearly and concisely both orally and in writing in English and in French.
As one of Montreal's Top Employers, here is what we offer:
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of 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.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Bachelor's Degree 5 Years Related Experience /
Annual Salary:
(MPEX Grade 07) $92,150.00 - $115,190.00 - $138,230.00
Job Profile:
MPEX-ADM3A - General Administration - Senior Professional/Manager
Hours per Week:
33.75 (Full time)
Supervisor:
Executive Director (Faculty of Medicine and Health Sciences)
Position End Date (If applicable):
Deadline to Apply:
2026-11-16
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].
