Chief of staff Jobs in Vaudreuil-Dorion, QC

IMPORTANT: Effective immediately

DEADLINE TO APPLY: March 24, 2026

In accordance with ministerial directives issued by the Secrétariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1, 2024, only applications from employees with regular employment status at the College and within the college network will be considered for positions that are not directly serving students.

JOB SUMMARY Under the authority of the Academic Dean, the Manager of Academic Support provides high-level administrative, operational, and analytical support to the Academic Dean while overseeing the administrative operations of the Program Deans Office (PDO). The incumbent ensures the efficient coordination of administrative services that support the Academic Dean and Program Deans in achieving institutional objectives, academic initiatives, and governance responsibilities. The Manager supervises the administrative staff of the Program Deans Office and ensures the effective distribution and coordination of work supporting the activities of the Program Deans. The Manager exercises considerable judgment and discretion in coordinating multiple initiatives, managing administrative processes, supporting academic governance, and ensuring the effective flow of information within the Academic Sector.

DUTIES AND RESPONSIBILITIES

OFFICE OF THE ACADEMIC DEAN

General Administration – Provide highly efficient administrative and analytical support while maintaining confidentiality and discretion:
- identify matters of priority for the attention of the Academic Dean, schedule necessary meetings, gather relevant background material and prepare agenda;
- analyze all incoming correspondence, reports and submissions ensuring any supporting information is shared as applicable.
- follows up on all requests addressed to the AD, particularly those from government or ministerial authorities, the Fédération des cégeps, the Regroupement des cégeps de Montréal (RCM) the internal community, and external parties.
- in the absence of the Academic Dean, ensure that urgent matters are first brought to the attention of the AD and when necessary, to the attention of either the Director General, or other appointed officer;
- compose letters and memoranda in English and French;
- respond to e-mail, MIO and telephone messages;
- screen complaints, requests, etc. and act where appropriate or refer to other College department(s);
- review all outgoing correspondence as needed, reports and submissions for format, grammatical accuracies and completeness, requesting additional or clarifying information if required, to provide a complete and expeditious reply;
- establish and maintain a reporting control system with the Program Deans, academic sector employees to ensure that the Academic Dean’s requests are monitored and carried out;
- maintain Academic Dean’s agenda and schedule appointments;
- gather, analyze and process data or information with a view to assisting in preparation of Power Point presentations and summary reports according to specifications of Academic Dean and in anticipation of AD commitments;
- maintain a thorough knowledge of the College organization, most particularly the Academic Sector, its objectives, goals, issues and current priorities.
- manage the Academic Dean’s section of the College intranet, and other storage platforms (e.g. SharePoint);
- monitor the use of the Academic Dean’s electronic signature;
- maintain the Associate Deans’ vacation tracker;
- record the absences/vacations of the Associate Dean’s and other direct reports
- perform other duties as requested.

Meetings and Events:
Coordinate meetings, conferences and special events between the Academic Dean and senior management staff, other colleges and universities, outside agencies, politicians, representatives of government departments and agencies (international, federal, provincial and municipal), private sector organizations, companies and private citizens:
- greet visitors to the Academic Dean’s Office;
- arrange for special services (meals, parking, etc.);
- arrange special events;
- arrange travel, accommodation and/or other arrangements;
- when requested, attend meetings, take and transcribe minutes.

Academic Council:
- recording Secretary to Academic Council;
- prepares agenda and draft minutes for the Academic Council Executive meetings;
- prepares the document package for Academic Council meetings, sends electronic copy in advance as per Bylaw 5;
- attends and takes minutes of the meetings of Academic Council;
- follow up on Academic Council recommendations – passing on the necessary recommendations and associated documentation to the secretary to the Board of Governors.

Budgets:
- monitor and follow-up of budgets and financial reports for projects;
- monitor approved budgets, both operational and capital;
- update the Academic Dean regarding office expenditures and advise of any discrepancies;
- prepare and process invoices and payments for Academic Dean’s accounts;
- authorize expenditures within an authorized delegated authority.

Capital Equipment Process- MAOB:
- Upon receiving word from Financial Services, communicate, prepare and monitor the capital request for the Academic Sector along with the Academic Dean, Deans and related directors and departments.

Academic Dean's List Letters:
- Upon receiving the Clara report of eligible students from the Registrar’s Office, produce Academic Dean’s List letters with Clara (two times per year).

Special Projects:
- Responsible for leading and executing special projects for the Academic Dean’s Office (i.e.: Policy 7 and Policy 1 revisions, bylaws, etc.)

PROGRAM DEANS OFFICE (PDO)

Staffing (related to personnel under his/her responsibility):
• Assume responsibility for the overall coordination, distribution and organization of work among staff and the evaluation of priorities of tasks with the goal of providing efficient and equitable workloads. This is to be done in collaboration with the program deans.
• Ensure regular staff meetings to promote effective communication.
• Participate in the selection of support personnel in the Deans’ area.
• Update job descriptions appropriate to classification as needed.
• Prepare and conduct performance evaluations for support personnel.
• Make recommendations for professional development.
• Assume responsibility for the application of the Support Staff Collective Agreement.

General Administration:
• Support deans in program development, planning and revision. Ensure program revision documents, including program planners/competency grids are up to date.
• Support program deans with CEEC Quality Assurance initiatives. [Elaborate- include course outline audit, etc]
• Assist in the preparation and implementation of strategic objectives, annual priorities and PDO work plans.
• Attend college committee meetings as recommended by Program Deans.
• Support Deans in complying with various Ministry requirements, such as the Internship stage law, and assist in coordinating college response
• Support program Deans in screening requests and problems as needed (e.g. student concerns, departmental or administrative issues, etc.).
• Assist in monitoring schedules and workloads requiring program deans’ approval
• Review, analyze, develop, document and implement general administrative procedures (“SOP”s)
• Be implicated in broader SOPs requiring all program deans’ participation, such as project release decisions. Coordinate release decision meetings and ensure decisions letters are sent.
• Draft communications coming from PDO.
• Liaise with Communications regarding Academic Sector Updates.
• Assist the Deans in the follow-up of workplans from Academic departments.
• Support the program deans in the development, implementation and continuation of projects, including the Dialogue McGill project, ATE, internships, other “cross-disciplinary” projects.
• Develop a calendar for chair persons (“Chair Workflow”) in collaboration with the AD and the RO, and coordinate workshops to guide chair persons through the annual cycles.
• Support academic projects (e.g. team teaching, learning communities, etc.) that support student success.

• Oversee/assist Academic events (Program Sharing Events)
• Coordinate Academic Awards applications - AQPC etc.

EDUCATION: Bachelor’s degree or equivalent with a specialization appropriate to the employment.

SPECIFIC REQUIREMENTS
• Strong organization, interpersonal and leadership skills
• Problem solving and analytical skills
• Ability to work autonomously and under pressure
• Excellent ability to coordinate and oversee simultaneous projects to ensure completion by established deadlines
• Experience in budget management would be an asset.
• Knowledge of the Quebec CEGEP system and College programs would be an asset
• Knowledge of CLARA and Omnivox system would be an asset
• Excellent communication skills in English and French
• English - advanced – oral, comprehension and written
• French - intermediate – oral, comprehension and written
• Computer skills (Microsoft Office, Word, Excel, Outlook)

Testing may be required to demonstrate knowledge of:
- English - advanced (oral, comprehension, written)
- French - intermediate (oral, comprehension, written)
- Computer Skills – word (intermediate), excel (intermediate)