Associate Director, Secretariat McGill University - Human Resources Canada

Associate Director, Secretariat (MR5821)

Post Date:
Friday, April 5, 2019

McGill University - Human Resources


Position Title:
Associate Director Secretariat (ADM3A)

Position Summary:
The Associate Director assists and supports the Secretary General in overseeing and executing all governance, regulatory and administrative functions of the Secretariat. In collaboration with the governance, regulatory and administrative officers, the Associate Director guides the development and implementation of plans and processes to ensure the systematic and responsive functioning of the office and to attain the objectives and priorities of the Secretariat.


The Associate Director will oversee and evaluate processes, and facilitate sound management and follow-through to ensure successful delivery of services and functions within the Secretariat mandate. The position requires a strong knowledge and understanding of University structure, systems, policies, regulations, procedures and practices, sufficient to provide strategic advising to the Secretary General on all matters within the mandate of the Secretariat, and to act on behalf of the Secretary General, as requested.


The Associate Director will develop and maintain constructive relationships with the Principal, Provost and Vice-Principal (Academic) Deputy Provost, Vice-Principals, Deans and other administrators, as well as members of governing bodies, and will provide liaison and coordination between and among senior administrators and governance bodies. Team building and staff development within the Secretariat will be an ongoing activity and responsibility of the Associate Director.


Primary Responsibilities: 


Under the overall direction of the Secretary General and in collaboration with the Governance Officers, lead responsibility for the governance workflows including the Board of Governors and its committees, and the Senate and its committees:

  • Directing the planning of annual calendars of business and meeting agendas for Board and Senate and their committees that fall within the mandate of the Secretariat;
  • Reporting to and advising the Secretary General on governance issues and operations;
  • Managing the preparation of appropriate documentation in support of all agenda items for governance meetings, and ensuring the quality of such documentation;
  • Preparation and review of Chair’s and Principal’s briefing notes for meetings of governance bodies;
  • Overseeing the production and review of  Minutes for each governance meeting;
  • Assuming sole responsibility, on behalf of the S-G, for full support of certain governance committees, and representing the Secretary-General at Board of Governors,  Senate  and committee meetings as required;
  • Providing timely and effective communication to Board, Senate and Committee members;
  • Providing strategic guidance to the honorary degree process in collaboration with the Governance Office (Senate)
  • Liaising with members of the senior administration, providing advice and guidance to ensure their deliverables for governance bodies meet expectations and that deadlines are met;
  • Providing overall direction, assigning work and reviewing results, identifying training needs and solutions;
  • Ensuring that terms of reference, by-laws, policies and procedures for the Board of Governors and its Committees, and Senate and its committees are up to date, reflecting best governance practices, and advancing the interests of McGill;
  • Providing strategic planning and administrative support for advisory committees chaired by the Provost and Principal.



Under the overall direction of the Secretary General and in collaboration with the Regulatory Officers, lead the effective realization of the unit’s regulatory functions to ensure unit responsibilities relating to the tenure, academic promotion, tribunals, access to information, advisory committees, and elections are carried out effectively:

  • Providing advice and support for access to information functions, dispute resolution for students and academic staff, the coordination of tenure and promotion processes, and the administration of advisory committees and university elections;
  • Overseeing management of processes related to the University’s policy framework
  • Ensuring the application of University policy and regulations within the context of fair and reasonable process;
  • Monitoring and supporting University compliance with legislation applicable to such regulatory functions;
  • Making recommendations for improving processes and ensuring best practices across all regulatory functions.
  • Providing briefings to the Secretary General, Principal and other senior administrators in areas such as Access to Information requests.


Under the overall direction of the Secretary General and in collaboration with the Administrative and Events Officer, lead the unit’s administrative workflows (human resources, budget, and finances) in order to ensure optimal unit operations:

  • Advising the Secretary-General on unit’s administrative functions (human resources, budget, finances) in order to enhance overall unit effectiveness and efficiency  
  • Representing the Secretary-General at internal and external meetings relating to governance and regulatory functions
  • Developing briefings, responses, and communiqués for the Secretary-General and the Principal on many complex, sensitive files.
  • In the absence of the Secretary-General, assuming the role of acting Secretary-General.
  • Drafting policy, procedure and regulations as requested within the mandate of the Secretariat.
  • Performing other duties and responsibilities as may be assigned by the Secretary General.


Minimum Education & Experience:
Undergraduate degree Five (5) years' related experience


Other Qualifying Skills And/Or Abilities:
Demonstrated leadership and management skills and experience including personnel management. Proven ability to write clearly and succinctly for a variety of communication media. Highly developed & effective organizational skills. Knowledge of the policies, procedures, and legal obligations of the University. Demonstrated ability to achieve results and to adjust priorities in a high-pressure and dynamic environment while maintaining a calm, professional demeanor. Tact, diplomacy, discretion, integrity and sound judgement. Strong knowledge of both English and French, spoken and written.

Reference Number:

Reporting To:
Secretary General

Salary Range:
(Grade 07) $66,300 - $88,500 (midpoint) $115,100

University Secretariat

Position Type:
Hours Per Week:

How To Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:


McGill University, Human Resources (Staffing)

688 Sherbrooke Street West, suite 1520

Montreal, Quebec

H3A 3R1




The deadline to apply for this position is April 23, 2019 at 5:00 PM.


*Current employees: please indicate your McGill ID number in your application.*


We thank all applicants for their interest in McGill University. However, Staffing will only contact applicants selected for an interview.


McGill applicants, covered by the McGill Non-Unionized, Non-Academic Personnel Policies and Procedures, must apply to a regular M and Excluded position within ten (10) working days of the date of publication to maintain internal priority.

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, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at or 514-398-1660.

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