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Associate Director, Administration (OVPCIR)

Hybrid
Montréal, QC
CA$90,170 - CA$135,250/annual
Senior Level
full_time

Top Benefits

Health, dental, and life insurance (if eligible)
Defined contribution pension plan with up to 10% employer match
Competitive vacation policy

About the role

Please refer to the

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job aid for instructions on how to apply.

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Position Summary:
Reporting to the Director, Communications and Administration, the Associate Director, Administration supports the effective management of the Communications and Institutional Relations (CIR) portfolio by overseeing core administrative functions and contributing to the oversight of operations across units. The Associate Director plays a central role in ensuring that administrative activities including finance, human resources, and planning, are aligned with the portfolio’s strategic priorities and the broader goals of the University. They support service delivery across CIR by contributing to the oversight and continuous improvement of specific shared service units, such as translation, editorial, and graphic design, on an as-needed basis. Working closely with functional leads, the incumbent helps ensure these services are delivered efficiently and in alignment with the evolving needs of the portfolio.

Primary Responsibilities:

  • Manage the administrative functions across the CIR portfolio, supporting unit heads in the areas of finance, human resources, operations, and reporting.
  • Provide operational oversight for specific units, as needed, with a primary focus on services such as translation, editorial and graphic design. Responsibilities include monitoring service levels, optimizing workflows and technology use, and incorporating client feedback to drive continuous improvement.
  • Supervise employee(s) with responsibilities in finance, human resources, and administrative support, ensuring clarity of roles, consistent standards, and strong performance management practices.
  • Support the Vice-President and the Director, Communications and Administration, in preparing and managing the annual budget, ensuring compliance with institutional guidelines and alignment with strategic objectives.
  • Liaise with Human Resources on staffing matters, including recruitment, onboarding, organizational planning, and staff development initiatives.
  • Contribute to CIR’s planning cycles by developing internal tools and documentation and ensuring timely follow-up on strategic priorities.
  • Develop and implement internal procedures and workflows to support consistency, efficiency, and operational excellence across units.
  • Prepare reports, dashboards, and briefing materials for senior leadership, ensuring accurate and timely delivery of key information.
  • Serve as a resource and point of contact for administrative staff across the portfolio, providing guidance and promoting best practices.
  • Act on behalf of the Director, Communications and Administration, as needed on operational and administrative matters.

Other Qualifying Skills and/or Abilities

  • Strong leadership, planning, and organizational skills.
  • Demonstrated ability to manage financial and human resource operations with attention to detail and institutional alignment.
  • Experience overseeing or coordinating shared services or internal service units is an asset.
  • Excellent interpersonal and communication abilities, with experience working across functional teams.
  • Strong analytical and problem-solving capabilities; adept at synthesizing information and offering clear recommendations.
  • Sound judgment, professionalism, and a high degree of discretion when handling sensitive or confidential matters.
  • Proficiency with Microsoft Office and familiarity with enterprise systems (e.g., Workday, Banner) is an asset.
  • Bilingualism (English and French) is preferred.

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) $90,170.00 - $112,710.00 - $135,250.00

Job Profile:

MPEX-ADM3A - General Administration - Senior Professional/Manager

Hours per Week:

33.75 (Full time)

Supervisor:

Senior Director, Government and Institutional Relations

Position End Date (If applicable):

Deadline to Apply:

2025-10-18

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,

accessibilityrequest.hr@mcgill.ca

.

About McGill University

Higher Education
10,000+

McGill University is one of Canada's best-known institutions of higher learning and one of the leading universities in the world. With students coming to McGill from some 150 countries, our student body is the most internationally diverse of any research-intensive university in the country. McGill was founded in 1821 thanks to a generous bequest by James McGill, and since then, we've grown from a small college to a bustling university with three campuses, 11 faculties, some 300 programs of study, and more than 37,500 students. The University also partners with four affiliated teaching hospitals to graduate over 1,000 health care professionals each year.

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