Office Manager and Executive Officer

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The Office Manager & Executive Officer provides high level administrative support through coordination and prioritization of a variety of multi-faceted duties in support of the Executive Director and Vice‑Dean Education Services. Work assignments are often complex and confidential in nature and require multi‑tasking and considerable tact in decision‑making and problem resolution. This role works proactively and independently under general direction from the Executive Director and Vice Dean. The Office of the Vice Dean works closely with all Faculty and University leaders, government representatives, other universities, donors, supporters, faculty, staff, students, alumni and community and hospital partners. This role exercises substantial personal responsibility and accountability to maintain strict confidentiality and deliver results.

The position requires an individual who excels in a high performing, multi‑faceted and dynamic environment. The incumbent must value and build strong relationships within the Faculty and University with various stakeholders that include university staff, faculty, students and leaders as well as hospital and community partners and donors.

Accountabilities

The Office Manager & Executive Officer is accountable for the confidential management of all information maintained in the Vice‑Dean’s Office. In this capacity, the incumbent operationalizes academic policies and procedures that govern faculty leadership appointments, leaves, recruitment and establishes standard operating procedures for meeting such policies.

Special Projects & Research

• Act as the centralized first point of contact for FHS student appeals. Manage and coordinates the student appeal process requiring knowledge of requirements, protocol, time limitations, and relevant policies and procedures, including supporting communications between students, programs, and the Vice‑Dean.
• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency.
• Write a variety of documents such as procedure manuals, SOPs and reports.
• Reviews and analyzes reports, briefs, and other sources of information and composes related correspondence and documents. Ensures information is accessible to others.
• Gather, summarize and analyze key information for background research for projects. Develop recommendations based on analysis.
• Establish and maintain collaborative and communicative relationships with project stakeholders. Meetings with individual stakeholders may be required to gain support and provide updates on project activities.

Faculty Recruitment/Information Management

• Supports the coordination of new faculty leadership appointments in accordance with any Collective Agreement provisions and/or University policy, ensuring coordination of the funding portion with the Associate Director of Finance.
• Manages the overall leadership appointment process, with continuous monitoring of appointment end dates to prompt renewals, and/or to prepare for appointment of new leaders when current leadership tenures conclude. Advises Department Administrators of eligible candidates and advises the Vice‑Dean of any anomalies and recommends corrective action.
• Supports the Vice‑Dean in the process for each leadership appointment and reappointment, including updating Job Descriptions and/or Terms of Reference; preparing and posting job advertisements; accepting and managing applications; coordinating activities of selection committees and processes; coordinating offer process with the Vice‑Dean, Executive Director, and Associate Director of Finance; and supporting new faculty leader onboarding.
• Works closely and confers with all Education Service units and others in the Faculty of Health Sciences as necessary, to ensure that all processes/policies regarding faculty leadership recruitment, leaves, reappointment, and career progress/merit are accurately followed. This includes advising Department Administrators and Associate/Assistant Deans on many facets of university policy and informing them of any policy change/process and how the implementation of the changes need to be addressed.
• Handles and reviews a great deal of sensitive and confidential information circulated to the Vice Dean, as the Dean's delegate, as a member of the University's senior administration; treats all personal, sensitive and confidential material with absolute discretion.

Coordination of Curriculum Approval

• Supports the Vice‑Dean and others in the processes for vetting and approval of new education programs, education program changes, and Undergraduate Calendar submission for the Faculty of Health Sciences.
• Serves as primary coordination role to Education curriculum committees such as Health Sciences Education Council and Faculty Executive.
• Facilitates the accurate presentation and development of curriculum proposals by providing and interpreting relevant Faculty and Senate approval processes.
• Responsible for liaising with University Secretary and Registrars Office regarding calendar copy.
• Acts as liaison between departments, schools, programs, relevant committees, and staff to ensure Senate timelines are communicated and procedures are followed accurately.
• Expedites the movement of curriculum changes through the appropriate approval levels.

Records and Information Management

• Serves as the Records Information Officer for the Office of the Vice Dean and is therefore responsible for coordinating the records management related activities. Responsible for ensuring accuracy, integrity and security of all faculty and administrative records and data collection.
• Treats all personal and confidential material with absolute discretion. Creates and maintains confidential files, remain current about established guidelines for responding to requests for information, and University procedures and practices related to record‑keeping, confidential records, transitory records, common records retention, and disposition.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
• Set up and maintain filing systems, both electronic and hard copy.
• Maintain accurate distribution lists and external/internal contact information to ensure effective communication.

Human Resources Management

• Manages and supervises all direct reports through recruitment, hiring, orientation, work assignment, conflict management, performance management, training, and development.
• Supports the Vice‑Dean and Executive Director in onboarding specific employees and faculty.
• Directs and manages the resource needs of the staff, balances workloads, assesses and meets training requirements according to staff roles, skills, capacity, and interests.
• Develops and maintains a vibrant, collaborative, and positive work environment.
• Manages and oversees ongoing individual and group training and development of staff members.

Executive Support to the Vice‑Dean and Executive Director

• Assesses, prioritizes, and coordinates the Vice‑Dean and Executive Director’s activities by reviewing requests and scheduling appointments and meetings as appropriate.
• Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations. When required, participate in meetings and take detailed comprehensive notes.
• Schedule and coordinate travel arrangements as well as associated itineraries that include precise and important details about stakeholders, time commitments and materials. Track and process affiliated travel expenses.
• As appropriate, plan and coordinate a variety of departmental events and activities including determining agenda, invitations, registration, and presenters.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Draft correspondence on behalf of the Executive Director and Vice Dean. Format, edit and proofread a variety of documents and materials.
• Maintain accurate distribution lists and external/internal contact information to ensure effective communication.
• Update and maintain information and content on websites and social networks, as needed.

Office Management

• Monitors budgets, forecasts shortfalls and reconciles discretionary accounts. Completes financial forms including travel expense reports and electronic cheque requisitions, purchase orders and journal entries.
• Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.

Qualifications

Education

• University degree or 3‑year Community College diploma in Office Administration or related field of study.

Experience

• Requires a minimum of 5 years of administrative support experience supporting a senior leader preferably in a university/academic environment.

Knowledge/Skills

• Exceptional interpersonal, organizational, planning and communication skills. Incumbent will interact with individuals at every level and from many different perspectives.
• Ability to cope with multiple demands and manage competing priorities and flexibility at shifting priorities and timelines.
• Considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature.
• Excellent analytical and judgment skills.

AI Statement

McMaster and its third‑party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.

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