Special Advisor, Generative AI

Regular/Temporary Temporary

Job Title Special Advisor, Generative AI Job ID 66009

Location
Central Campus

Open Date 11/07/2024

Job Type Limited Term (=12 month)

Close Date 11/20/2024

Employee Group TMG Favorite Job

Department Deputy Provost

Salary Grade/Band Band N

Salary Range $109482.00 - $164224.00 (annual)

Contract Duration 12.1 Months

Hours per Week 35


Posting Details

The landscape of higher education is in a state of dynamic flux, driven by technological advancements and shifting societal expectations. Generative AI, with its transformative capabilities, stands at the forefront of this change, offering universities the tools to revolutionize pedagogical methods, research paradigms, and administrative processes. However, the integration of such powerful technologies into the academic ecosystem is not without its complexities. Ethical considerations, curriculum adaptation, faculty training, and research methodologies all require careful thought and strategic direction. Given the cross-disciplinary and institution-wide implications of generative AI, it's imperative that the guidance for its integration comes from a senior administrative level. Reporting to the Deputy Provost, a position that bridges academic affairs with overarching institutional strategy, ensures that the role of the Special Advisor is both grounded in academic excellence and aligned with the broader vision of the university. This hierarchical placement not only underscores the significance of the role but also facilitates the seamless integration of generative AI strategies across departments, fostering a cohesive and forward-looking approach to education and research at McMaster University.

Job Description

Job Summary:

The Special Advisor to the Provost on Generative AI serves as a cornerstone in the institution's strategic endeavors to harness the transformative potential of generative AI. This role is entrusted with the responsibility of guiding the university's vision in the realm of generative AI, ensuring its ethical and effective integration into teaching, learning, and research paradigms. In addition, as a subject-matter expert on generative AI, the Special Advisor advises diverse stakeholders, from faculty and students to external partners, and play a pivotal role in fostering interdisciplinary collaborations, developing AI-centric curricula, and leading institutional policies on AI ethics and deployment. Furthermore, by spearheading the Advisory Committee on Generative AI, the Special Advisor ensures a collaborative and holistic approach to AI initiatives, bridging gaps between AI specialists and other academic disciplines. This position has emerged in response to the rapid advancements in AI and its profound implications for academia. As universities grapple with the challenges and opportunities presented by these technologies, the Special Advisor's role ensures that McMaster University remains adaptive, ethical, and at the cutting edge of academic innovation.

Accountabilities:

Strategic Leadership & Policy Development

• Propose and recommend policies related to the ethical use, development, and deployment of generative AI within the academic and research environment.
• Work at a strategic level to provide expert advice and counsel to members of Provost Council and other senior leaders (e.g., VP-Academic, VP-Research, VP-Operations) on the potential and challenges of generative AI in the university environment.
• Strategically promote and support the future directions and implementation of generative AI integration in research, teaching, and work of world initiatives, ensuring alignment with the university's strategic goals.
• Identify and propose mitigation strategies to potential risks associated with the deployment and use of generative AI in academic settings.
• Advise and collaborate with academic departments to integrate generative AI concepts and tools into the curriculum.

Committee & Stakeholder Engagement

• Facilitate and coordinate the institutional Advisory Committee on Generative AI enabling the committee to fulfill its mandate.

• Plan, organize, and facilitate regular committee meetings, ensuring that discussions are focused, productive, and inclusive.
• Collaborate with Deputy Provosts to set meeting agendas.
• Lead the preparation of relevant materials.
• Analyze data, research, and trends to inform the committee's discussions and decision-making processes.
• Support committee members, fostering diversity and inclusion in the committee's composition.
• Engage with committee members to elicit their insights and recommendations while fostering an environment where open and constructive dialogue can take place, and diverse viewpoints are valued.
• Prepare and present regular reports, summarizing the committee's recommendations, findings, and progress to university leadership.

• Engage with and influence senior leaders, faculty, administrators, staff, students, and external partners as the university subject-matter expert on matters related to generative AI.
• Represent McMaster University at conferences, seminars, and public forums, showcasing the institution's leadership in generative AI.
• Provide appropriate, timely, and sensitive responses, balancing respect for concerns with clear communication about the potential and benefits of generative AI.
• Facilitate open dialogues and discussions, championing the technology while ensuring a safe space for expressing reservations and seeking clarifications, by organizing and leading communities of practice and networks of collaborators on generative AI.

Resource and Training Development

• Lead the development of and curate resources, training materials, and best practices to enhance the university's capabilities in generative AI.
• Organize and lead training sessions, workshops, meetings and seminars on generative AI.

Research, External Collaboration & Funding

• Foster interdisciplinary and inter-institutional research collaborations, bridging the gap between AI specialists and other academic disciplines.
• Conduct research as part of interdisciplinary research teams on generative AI.
• Build and maintain relationships with external partners, ensuring McMaster University remains at the forefront of generative AI advancements.
• Identify, promote, and assist faculty and researchers in securing external grant and funding opportunities related to generative AI.

Reporting and Continuous Improvement

• Report on the adoption, understanding, and application of generative AI at McMaster, drawing on comparisons to peer institutions where possible.
• Stay updated with the latest global and local advancements in generative AI.
• Identify areas for improvement, ensuring McMaster situates itself as a leader in generative AI.

Qualifications:

Education:

• PhD

Experience:

• 10+ year in university administration or equivalent.
• Experience leading and championing strategic univeristy change.
• Experience in supporting univeristy members through adapting to and adopting new uses of technology.

Knowledge/Skills:

• Generative AI Expertise: Deep understanding of generative AI technologies, methodologies, and their potential applications in academia.
• Higher Education Landscape: Familiarity with the structure, dynamics, and challenges of higher education institutions.
• Ethical Considerations: Knowledge of the ethical implications and challenges associated with the use and deployment of AI in academic settings.
• Research Methodologies and Practices: Understanding of academic research processes, from grant application to publication, especially as they relate to AI and ability to conduct research.
• Curriculum Development: Awareness of pedagogical methods and the integration of new technologies into academic curricula.
• Stakeholder Engagement: Knowledge of effective strategies for engaging diverse stakeholder groups, from students and faculty to industry partners.
• Policy Development: Familiarity with the process of developing, implementing, and revising institutional policies.
• Project Management: Understanding of project management principles and best practices to oversee complex initiatives.
• Budgeting & Financial Management: Basic knowledge of financial management and budgeting processes in an academic setting.
• Regulatory Landscape: Awareness of local, national, and international regulations and standards related to AI and data privacy.
• Trends in AI: Continuous knowledge updating on the latest trends, breakthroughs, and challenges in the AI field.
• Interdisciplinary Collaboration: Understanding of how to foster collaboration across diverse academic disciplines and bridge the gap between technical and non-technical stakeholders.
• Communication Strategies: Knowledge of effective communication strategies tailored for various audiences, from academic peers to the general public.
• Change Management: Familiarity with strategies and methodologies for managing change within large organizations, especially in the context of technology adoption.

Dimensions:

Staff Supervised:

• Responsible for recruiting and overseeing up to five staff, including providing day-to-day supervision and direction.

Financial Accountability:

• Budget Management: Oversee and manage the budget allocated for generative AI initiatives, ensuring efficient and effective use of funds.
• Grant Management: Handle grants related to generative AI, with the authority to manage individual grants up to $1 million.
• Resource Allocation: Allocate funds for training, workshops, and seminars on generative AI, ensuring maximum impact and return on investment.
• Financial Reporting: Regularly report on the financial status of generative AI projects and initiatives to the Deputy Provost and other relevant stakeholders.
• Funding Proposals: Lead efforts to draft and submit proposals for external funding and grants, ensuring alignment with university priorities and compliance with funding guidelines.
• Contract Negotiation: Oversee and negotiate contracts with external partners, vendors, or consultants related to generative AI projects, ensuring favorable terms for the university.
• Audit & Compliance: Ensure all financial activities related to generative AI initiatives comply with university policies and external regulatory requirements.
• Financial Forecasting: Project future financial needs for generative AI initiatives, aiding in the university's long-term planning and budgeting processes.

External Impact and Relationships:

• Industry Partnerships: Establish and nurture relationships with tech companies, startups, and other industry players to foster collaboration and bring practical insights into the academic realm.
• Research Collaborations: Engage with external research institutions, think tanks, and labs to collaborate on generative AI projects, sharing knowledge and resources.
• Public Perception: Represent McMaster University at conferences, seminars, and public forums, enhancing the institution's reputation as a leader in the field of generative AI.
• Funding Relationships: Cultivate relationships with grant agencies, philanthropic organizations, and corporate sponsors to secure funding for generative AI initiatives.
• Educational Outreach: Partner with other educational institutions, from K-12 to higher education, to share insights, resources, and best practices related to generative AI.
• Regulatory & Policy Engagement: Engage with governmental and regulatory bodies to stay informed on policy changes, ensuring the university's AI initiatives remain compliant and influential in shaping future regulations.
• Media Relations: Serve as a primary contact for media inquiries related to generative AI, ensuring accurate and positive representation of the university's efforts in the public domain.
• Alumni Engagement: Connect with alumni working in the AI field, leveraging their expertise and networks to benefit current students and research initiatives.
• Global Networks: Participate in global AI networks and consortiums, ensuring McMaster University remains connected to international trends, discussions, and collaborations in generative AI.

Operational:

• Committee Meetings: Organize, lead, and document regular meetings of the institutional Advisory Committee on Generative AI.
• Resource Development: Curate and update a repository of generative AI resources, tools, and best practices for faculty, students, and staff.
• Training Sessions: Coordinate and facilitate training sessions, workshops, and seminars on generative AI topics.
• Stakeholder Communication: Regularly communicate updates, findings, and recommendations to faculty, administrators, and other internal stakeholders.
• Research Support: Provide support to faculty and students undertaking generative AI research projects.
• Event Coordination: Organize and oversee generative AI-related events, conferences, or public lectures hosted by the university.
• Budget Management: Monitor and manage the operational budget for generative AI initiatives, ensuring expenditures align with approved allocations.
• Policy Implementation: Ensure that generative AI policies and guidelines are effectively communicated and implemented across the university.
• Feedback Collection: Implement mechanisms to gather feedback on generative AI initiatives from students, faculty, and external partners, using insights for continuous improvement.
• Collaboration Tools: Set up and manage digital collaboration platforms or tools for the generative AI community within the university.
• Reporting: Prepare and submit regular operational reports to the Deputy Provost and other relevant stakeholders on the status, challenges, and achievements of generative AI initiatives.
• Risk Management: Continuously assess potential operational risks related to generative AI initiatives and develop strategies to address them.

Administrative:

• Meeting Coordination: Schedule, prepare agendas for, and document outcomes of meetings related to generative AI initiatives.
• Documentation: Maintain comprehensive records of all generative AI projects, initiatives, and committee decisions.
• Budget Oversight: Track expenditures against the allocated budget for generative AI initiatives, ensuring proper financial documentation.
• Reporting: Compile and submit regular administrative reports to the Deputy Provost and other relevant stakeholders.
• Resource Management: Oversee the allocation and utilization of resources, including software licenses, tools, and physical spaces dedicated to generative AI.
• Communication: Draft and disseminate communications, such as newsletters, memos, or announcements, related to generative AI activities within the university.
• Grant Administration: Manage the administrative aspects of grant applications and awards, ensuring timely submissions and compliance with grant terms.
• Policy Documentation: Document and update policies, guidelines, and best practices related to generative AI, ensuring they are easily accessible to the university community.
• Feedback Mechanisms: Set up and manage systems for collecting feedback on generative AI initiatives, ensuring data is organized and actionable.
• Contract Management: Handle the administrative aspects of contracts with external partners, vendors, or consultants, ensuring proper documentation and adherence to terms.
• Training Records: Maintain records of training sessions, workshops, and seminars, including participant lists, feedback scores, and materials used.

Programs or Projects Managed:

Programs and projects may include:

• Grant Program: Oversee the administration, allocation, and monitoring of generative AI-related grants, ensuring alignment with university priorities and compliance with funding guidelines.
• Advisory Committee on Generative AI: Facilitate and coordinate the institutional Advisory Committee, leading and organizing its meetings, setting its agenda, and ensuring the implementation of its recommendations.
• Generative AI Curriculum Integration: Spearhead initiatives to integrate generative AI concepts and tools into university curricula across various departments.
• AI Ethics and Policy Development: Oversee a program focused on the ethical considerations of AI, resulting in the development and revision of university-wide policies.
• Generative AI Research Collaborative: Establish and manage a collaborative platform for interdisciplinary research projects centered on generative AI.
• Training & Workshop Series: Coordinate a series of training sessions, workshops, and seminars aimed at enhancing the understanding and application of generative AI among faculty, students, and staff.
• Public Engagement & Outreach: Oversee programs designed to engage the public, alumni, and potential students in discussions and activities related to generative AI.
• AI for Administrative Efficiency: Launch and manage projects aimed at leveraging generative AI to streamline administrative processes and tasks within the university.
• Student AI Innovation Lab: Establish and oversee a lab or incubator program where students can develop and test generative AI projects, fostering innovation and hands-on learning.
• AI Partnerships & Collaborations: Manage collaborative programs with industry, other academic institutions, and research labs to further generative AI initiatives.
• Diversity & Inclusion in AI: Oversee initiatives aimed at ensuring diverse representation in AI research and curriculum and addressing biases in AI tools and methodologies.

Working Conditions:

Physical Effort:

• Some after-hours work.
• Several hours of daily computer work.

Mental Stress:

• High to balance conflicting needs and oversight of institution wide reputation and projects.

Leadership Capabilities:

At McMaster we believe in the ongoing cultivation of human potential, leveraging the diverse talents of our employees and recognizing that everyone has the opportunity to be a leader in their own role. McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these leadership capabilities:

Takes a Strategic Approach:

• Promotes McMaster culture and values
• Understands global trends and impact
• Anticipates challenges, risks and outcomes
• Gathers key information and resources
• Enables strategic plans through role

Communicates and Collaborates:

• Identifies opportunities to collaborate with others
• Generates trust and an inclusive environment
• Listens with insight and respect
• Leverages internal and community networks
• Provides meaningful recognition

Drives Results:

• Advances the University strategy
• Delivers with integrity
• Balances priorities to achieve success
• Accepts responsibility and accountability for results
• Takes prudent risks which enable innovation
• Operates with fiscal responsibility

Champions Change and Innovation:

• Acts as a positive change agent
• Illustrates resilience and adaptability
• Is bold in championing innovations
• Identifies and fosters opportunities for continuous improvement
• Seeks and utilizes feedback

Develops People:

• Engages in personal, team and leader development
• Celebrates and promotes diversity
• Actions learning to enhance value of work
• Inspires others using a coach approach
• Provides balanced and timely feedback

Invests in Relationships:

• Enhances the university brand, reputation and financial success
• Builds relationships using a service model approach
• Creates positive student, employee and partner experiences
• Participates actively in community engagement
• Demonstrates creativity in resolving issues

How To Apply

To apply for this job, please submit your application online. Submit your resume, cover letter, and a brief mission statement (up to 500 words). In your mission statement, please outline your understanding of this role and describe how you envision contributing to our team's goals and values. It should capture your approach to the position, including reflections on how to balance a commitment to innovation with relevant concerns about the use of Generative AI in higher education.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.