Administration Support Officer Jobs in Quebec (NOW HIRING)

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Reporting to the Director, Administration and Operations, Medical Education, and working in close collaboration with the Associate Dean, PGME, Assistant Dean, Accreditation, and other academic and administrative leaders, the Accreditation and Quality Improvement Officer provides project management and expert support for Postgraduate Medical Education (PGME) accreditation and quality improvement activities. Responsibilities may extend to other Medical Education Programs (UGME and CPD) as required.

Role and responsibilities:

1. Develops and maintains expert level of knowledge of relevant accreditation standards.

• Interprets standards and elements to stakeholders within the Faculty of Medicine
• Builds and maintains collaborative, productive working relationships with relevant accreditation and physician organizations: ex. the Royal College of Physicians and Surgeons of Canada (RCPSC), the College of Family Physicians of Canada (CFPC), and the College des medecins du Quebec (CMQ) to ensure a nuanced understanding of accreditation requirements and processes
• Works in collaboration with academic leads and other stakeholders to interpret and define new accreditation requirements
• Keeps abreast of all process updates and new product developments in accreditation.

2. Manages functioning of and participates in accreditation committees

• Organizes the collection of accreditation elements for committee review
• Organizes, assesses, and reports complex, detailed information required for review by relevant accreditation committee(s).
• Sets up and attends all meetings.
• Communicates outcomes of the committees to the appropriate stakeholders to generate support for activities related to committee decisions
• Monitor completion of committee members actions items

3. Manages the acquisition, review, and submission of accreditation reports to accrediting bodies

• Organizes the completion of:

A) the CanAMS instrument for the PGME Institutional Questionnaire and

B) the CanAMS instrument for the PGME program questionnaires,

C) and any other accreditation or quality improvement related documentation as required

• Organizes the submission of reports to accrediting bodies, meeting given deadlines
• Works in close collaboration with academic and administrative leaders in administering the preparation of comprehensive and high-quality self-study reports and progress reports, as necessary
• Identifies and flags potential threats to accreditation compliance to accreditation
• Verifies the completeness of report and communication submission and communicates to accrediting bodies
• Proofreads documents and validates that narrative responses submitted by stakeholders meet the required accreditation standards.
• Provides feedback on documents and responses to stakeholders, as appropriate.

4. Working in close collaboration with academic leads, documents and follows up on actions required to address the mandatory areas for improvement generated from program accreditation reviews.

• Oversees the development of action plans at the program and institution level to address gaps identified in accreditation reviews;
• Supports processes to monitor the implementation of action plans on an ongoing basis.

5. Anticipates and plans annual accreditation-related activities based on accreditation cycle and requirements.

• Oversees all accreditation activities related to internal or external reviews
• Organizes the organization of meetings, workshops, training sessions, and other events as required.
• Manages related budgets and reconcile accounts.
• Acts as a resource person and advisor to faculty and staff on requirements and priorities.
• Interprets accreditation-related standards, policies, processes, and procedures
• Responds to inquiries and provides advice to faculty and staff.
• Communicates with appropriate stakeholders to ensure that quality improvement action plans are implemented
• Collaborates with data analyst team to ensure that data is collected and documented according to all accreditation standards for Medicine.

6. Facilitates new 'site' accreditation for new learning sites. Guides programs through application process for new programs and for site visits as per PGME policies

7. Supervises administrative staff.

• Establishes workflows, goals, timelines, and deliverables.
• Provides support and guidance
• Assess performance, provide feedback etc.

Other Qualifying Skills and/or Abilities
Proven results-oriented project management experience, with an established track record of overseeing complex multi-stakeholder workflows and meeting strict timelines. Exceptional organizational and priority-setting skills, with a high level of autonomy and the ability to manage overlapping milestones under pressure. Advanced written and verbal communication skills, specifically a sophisticated ability to draft, proofread, and edit formal institutional documentation. Demonstrated ability to synthesize complex, high-volume qualitative and quantitative data into concise, cohesive narrative reports and strategic presentations. Outstanding diplomatic, interpersonal, and consultation skills, with the demonstrated capacity to foster collaboration, cultivate consensus, and navigate sensitive dynamics. Outstanding organizational skills with strong attention to detail. Bilingual (Written and spoken). Experience in accreditation, quality assurance, or compliance role, especially in an education or healthcare setting considered a strong asset.
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 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

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