Accreditation & QI Administrator

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Position Summary

Reporting to the Accreditation and Quality Improvement Officer and working in close collaboration with administrative and academic leadership, the Accreditation and Quality Improvement Administrator provides administrative and expert support for all School of Medicine accreditation and quality improvement activities. Responsibilities may extend to other projects at the Director’s request.

Role and responsibilities:

1. Develops and maintains expert level of knowledge regarding all accreditation standards for Medicine:

a. Works in close collaboration with the Accreditation and Q.I. Officer in administering the preparation of comprehensive and high quality self-study reports and progress reports, as necessary.

b. Builds and maintains collaborative, productive working relationships with staff and senior academics for the different programs on all accreditation and Q.I. issues.

c. Keeps abreast of all process updates and new product developments in Accreditation and Education Quality Improvement

d. Liaises with and maintains a partnership with the appropriate accreditation bodies

2. Coordinates and provides administrative support for Accreditation and Education Quality Improvement committees:

a. May function as a minute taker

b. Manage shared Committee folders with regards to meeting outcomes

c. Preparation of agendas

d. Room bookings

e. Document preparation and printing

f. Meeting invitations to Committee members

g. Any logistics associated with Committee meeting

h. Ensure follow-up of action items in collaboration with the Accreditation and Q.I. Officer

3. Provide administrative support for all accreditation related processes:

a. Understands accreditation requirements and timelines.

b. Informs administrative personnel on accreditation requirements and in particular, guides the assembly of complex accreditation reports, to best present required materials completely and accurately.

c. Develops, applies and implements administrative procedures and/or systems to ensure that data required for all quality assurance documents (e.g., annual reports, cyclical reviews, and accreditation reports) is systematically collected in a timely manner and ensures activities meet or exceed established quality requirements.

d. Validates accreditation requirements, investigates data sources for required data and identifies sources.

e. In collaboration with the Accreditation and Q.I. Officer, determines the best way to present data clearly to meet requirements.

f. Identifies and flags potential threats to accreditation compliance to Accreditation and Q.I.

g. Communicates with and provides support to administrative personnel to gather the information and documents required by faculty members.

h. Verifies the completeness of reports and communications submitted

i. Escalates administrative issues

j. Coordinates printing and/or electronic submission of self-study report, to ensure readiness by deadline date.

k. Administers onsite visit schedules, confirms and sends reminders for interviews to invited parties. Makes arrangements for onsite team’s travel, accommodations, and meals, as required. Specifically for Onsite Reviews:

a. Administers onsite schedules

b. Sends calendar invitations and confirms attendance

c. Makes arrangements for onsite team’s travel/accommodation/meals, etc.

l. Manages document preparation

a. Formatting and stylistic editing

b. Creating appendices and tables of contents

c. First-round proof-reading

d. Checks for completeness of documents and forms

e. Provide administrative support for Accreditation committees

m. Provide administrative support to Accreditation and Quality Improvement Officer as needed

4. Provide project management support for all accreditation related outcomes:

a. Develops and implements administrative procedures to track and monitor the accreditation and quality improvement activities

b. Develops and implements administrative documents to help monitor and strengthen the quality assurance and quality improvement processes

5. Coordinate and provide administrative support for the different documentation databases used for accreditation documentation

6. Provide educational and administrative support for accreditation related Q.I. activities:

a. Designs and implements guides (checklist, timeline guides, etc.)

b. Designs and implements toolkits for Program Directors

c. Designs and implements report templates (surveyor checklist, internal review report, feedback forms, survey questionnaire, transmittal letters, etc.)

d. Establishes ongoing coaching relationship with administrative staff on accreditation related issues

e. Develops and implements training sessions for Program Administrators

f. In collaboration with Accreditation and Q.I Officer and Assistant Deans, analyzes knowledge/policy gaps and propose solutions

g. Works in collaboration with Officer, Assistant Deans and other stakeholders to define new accreditation requirements

h. Prepares presentations as needed

i. Organizes and prepares formal conferences and special events.

7. Coordinate and provide administrative support for New site accreditation:

a. Guides programs through application process for new programs

b. Guides programs through process for site visits

Participates in special projects as required.

Other Qualifying Skills and/or Abilities

Strong knowledge of accreditation standards, quality assurance, continuous improvement processes, and medical education program accreditation. Experience supporting medical education programs, including accreditation reviews, site visits, and compliance-related activities. Experience working closely with senior leaders, faculty members, and administrators within the School of Medicine. Experience supporting multiple functional areas and managing competing priorities in a complex academic environment. Knowledge of School of Medicine and/or Postgraduate Medical Education (PGME) policies, processes, and governance structures. Excellent organizational and project coordination skills with the ability to manage multiple projects, deadlines, and priorities. Strong analytical and problem-solving skills with the ability to interpret data, identify risks, and recommend solutions. Excellent written communication skills with experience preparing, editing, and reviewing complex reports, submissions, and correspondence. Advanced proficiency with Microsoft Office Suite and electronic document management systems. Knowledge of accreditation processes for the Royal College. Knowledge of School of Medicine platforms like one45 considered an 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 # (qualifier) 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 /

Hourly Salary:

(MUNACA Level H) $33.05 - $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Director Administration

Position End Date (If applicable):

Deadline to Apply:

2026-10-24

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, accessibilityrequest.hr@mcgill.ca.