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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…