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Position Summary:
The Assistant to the Trenholme Dean of Libraries provides senior-level administrative leadership and support to advance the academic, research, and administrative mission of the Libraries. Reporting directly to the Dean, the incumbent is responsible for planning, developing, and implementing administrative processes, policies, and systems that support institutional objectives while ensuring alignment with University policies, governance frameworks, and organizational culture. Serving as a central point of coordination, the Assistant to the Dean acts as a key liaison between the Dean’s Office, library units, central University services, and external partners. The role encompasses a broad portfolio of administrative functions, including finance, human resources, advancement, communications, academic affairs, physical resources, governance, archives, and legal matters. The incumbent also supports research administration, contracts, grants, philanthropic gifts, and other formal relationships, and contributes to strategic planning, reporting, and institutional analysis.
Primary Responsibilities:
Provide comprehensive administrative support to the Trenholme Dean of Libraries, including managing and prioritizing the Dean’s calendar; coordinating, scheduling, and preparing agendas and documentation for meetings.
Maintain accurate and up-to-date digital records and filing systems for the Dean’s Office in accordance with institutional policies.
Coordinate and support the daily operations of the Dean’s Office, ensuring the timely and efficient delivery of administrative services aligned with strategic priorities.
Develop, implement, and maintain moderately complex administrative procedures and systems in support of Library operations, ensuring consistency, quality, and compliance.
Administer, analyze, and oversee administrative policies, procedures, and processes to ensure the effective and compliant operation of the Libraries and the Dean’s Office.
Act as liaison with central University services, units, and external organizations, including the Office of the Provost, Archives, Legal Services, University Advancement, PBUQ, CARL, government ministries, and peer institutions.
Contribute to planning, reporting, and institutional analysis initiatives in support of informed decision-making.
Prepare and review correspondence, reports, statements, and briefing materials, and maintain designated sections of the Libraries’ intranet or internal communications platforms.
Arrange travel and accommodations for the Dean, members of the Library Cabinet, and external visitors contributing to the Libraries’ activities.
Support interactions with the Friends of the McGill Libraries, the Library Advancement Board, and University Advancement, including meeting coordination and documentation.
Support academic promotion and appointment processes, ensuring adherence to established calendars, policies, and procedures.
Coordinate with members of the Library Management Group regarding emergency response protocols and occupational health and safety requirements.
Provide administrative support for the nomination and appointment processes for Libraries’ committees.
Organize meetings; record, prepare, and distribute agendas and minutes; and follow up on action items as required.
Contribute to and support the planning and coordination of special events and official functions.
Oversee and ensure the consistent application of the University’s records management policies and processes across Library units.
Compile, analyze, and maintain statistical and administrative data for reporting, planning, and assessment purposes; update documentation and reports as required.
Identify, assess, and resolve administrative issues; escalate matters as appropriate and provide recommendations to the Dean.
Foster strong working relationships and promote a culture of service, collaboration, accountability, and continuous improvement.
Attend internal and external meetings as required and represent the Dean’s Office when appropriate.
May supervise administrative and support staff, including casual employees; contribute to onboarding, training, and performance support.
Other Qualifying Skills and/or Abilities
Undergraduate degree preferred.
Significant experience in senior-level administrative support within a post-secondary or comparably complex organizational environment.
Demonstrated knowledge of university administrative processes, policies, and governance structures.
Strong organizational, analytical, and communication skills, with the ability to manage multiple priorities and exercise sound judgment
Proven ability to work independently, maintain discretion and confidentiality, and build effective working relationships across diverse stakeholder groups.
Knowledge of French, spoken and written.
As one of Montreal's Top Employers, here is what we offer:
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Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
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Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
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Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
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Competitive vacation policy
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Two (2) personal days
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Two (2) floating holidays
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Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
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Paid time off over the December holiday period
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Tuition waiver for regular employees and their dependents
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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:
DEC III 3 Years Related Experience /
(MPEX Grade 03) $61,990.00 - $72,930.00 - $83,870.00
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)
33.75 (Full time)
Librarian
Position End Date (If applicable):
2026-06-03
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, [email protected].
