Assistant to the Provost

This is not a job posting, it was created to allow a particular person(s) to enter their personal information and be appointed to a position at McGill University.
If you have not been sent this URL directly by a university administrator/recruiter please do not apply.

Position Summary:
Reporting to the Director, Academic strategy and priorities, the Assistant to the Provost provides a high level of administrative, planning, communication, and scheduling support to the Provost, and the Office of the Provost and Executive Vice-President (Academic) (OPEVPA).

The incumbent oversees the Provost’s executive-support function, including efficient calendar management, coordination of executive requests and correspondence, and the development and continuous improvement of administrative processes and service standards. Working with a high degree of autonomy, discretion and professional judgment, the Assistant to the Provost assesses priorities, resolves administrative issues, recommends courses of action and ensures effective follow-through.

The Assistant to the Provost serves as the primary administrative liaison between the Provost and internal & external stakeholders. The position supervises the Scheduling and Operations Administrator and the Administrative Coordinator supporting the Associate Provost (APFA); and manages selected institutional files and recurring activities, including Convocation and other priorities of OPEVPA.

Primary Responsibilities:

• Oversee and manage the Provost’s dynamic calendar. This includes assessing priorities, deadlines, emerging requirements, resolving calendar conflicts, anticipating scheduling pressures and cycles, and establishing scheduling standards.
• Oversee the workflow for requests and correspondence received through the OPEVPA’s shared resource account.
• Manage requests and tasks delegated by the Provost, including assessing urgency / sensitivity, determining appropriate assignment / escalation, preparing / sending correspondence, and ensuring timely responses, follow-up and resolution.
• Develop, implement and continuously improve administrative systems, procedures and service standards supporting the Provost’s executive activities. This includes analyzing workflows, establishing tracking and control mechanisms, integrating new processes, technologies and practices, and identifying opportunities for enhanced effectiveness.
• Supervise, assign and monitor the work of the Scheduling and Operations Administrator and the Administrative Coordinator supporting the APFA. Establish priorities and service standards, provide direction on complex scheduling / administrative issues, and ensure effective backup coverage and continuity of executive-support operations.
• Provide guidance, coaching, cross-training, and performance feedback to support staff development and operational effectiveness.
• Serve as the key administrative liaison between OPEVPA, University offices and external stakeholders, fostering effective working relationships, ensuring timely communication, resolving complex administrative and executive support issues, and autonomously determine appropriate actions, referrals and escalations.
• Oversee administrative arrangements supporting the Provost’s executive responsibilities, including monitoring upcoming commitments, identifying and escalating potential issues, and working with the Liaison and Governance Officers and the Scheduling and Operations Administrator to ensure and maintain effective scheduling, meeting preparation, information flow, confidentiality and accountability.
• Manage institutional files and activities, such as Convocation, assigned by the Director, Planning and Operations. Oversee timelines, requirements, and stakeholder follow-up, ensuring timely completion of commitments. Represent OPEVPA in planning activities.
• Provide professional advice, solutions and recommendations to the Director, Planning and Operations on administrative issues affecting OPEVPA operations. Identify recurring challenges and contribute to initiatives that improve service delivery, reduce risks and enhance operational efficiency.

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 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

McGill University is committed to equity and diversity within its community and values academic rigour and excellence. We welcome and encourage 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 engage productively with diverse communities.

At McGill, research that reflects diverse intellectual traditions, methodologies, and modes of dissemination and translation is valued and encouraged. Candidates are invited to demonstrate their research impact both within and across academic disciplines and in other sectors, such as government, communities, or industry.

McGill further recognizes and fairly considers the impact of leaves (e.g., family care or health-related) that may contribute to career interruptions or slowdowns. Candidates are encouraged to signal any leave that affected productivity, or that may have had an effect on their career path. This information will be considered to ensure the equitable assessment of the candidate’s record.

McGill implements an employment equity program and encourages members of designated equity groups to self-identify. It further seeks to ensure the equitable treatment and full inclusion of persons with disabilities by striving for the implementation of universal design principles transversally, across all facets of the University community, and through accommodation policies and procedures. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.

About Us

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research.

For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues.
McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer.
Grandescunt Aucta Labore. By work, all things increase and grow.
Find a sense of purpose. Develop your future. Join us today.