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Administrative officer contract management officer - Canada - McGill University
Description
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site.
Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).
Reporting to the Assistant Vice-President (Research Development), the Administrative Officer provides efficient and effective administration and support on strategic dossiers in the portfolio of Research and Innovation (R+I) in accordance with the unit's goals and objectives while ensuring coherence with the University's research mission.
The role of the incumbent is primarily planning, managing, development and implementation of administrative processes and polices and support on strategic files in the unit.
Reporting to the Assistant Vice-President (AVP), Research Development, the Administrative Officer is based in the central office of the VP-RI and supports the heads of the operating units Strategic Initiatives and other members of the R+I leadership team.
Due to the strategic nature and complexity of the various portfolios that fall within the unit's mandate, the Administrative Officer must function with an exceptional level of accuracy, sound judgment, responsiveness, and effectiveness while also providing outstanding customer service and support within R+I and the McGill research community.
The incumbent assists the Assistant Vice-President, Research Development in developing and implementing administrative procedures, policies, and processes in accordance with the sector's established goals and objectives.
The main responsibilities of the incumbent are: 1) calendar management for the AVP and other members of the R+I leadership team and serve as the backup for other support functions in the office including the Assistant to the Vice-President (Research and Innovation); and 3) perform and organize activities to support operations of the unit and foster relationships with other units and external partner organizations.
Prepare dossiers for review and decision-making, including verification of budgets and communication with proponents throughout the process in close collaboration with a Senior Advisor and the Associate Director, Analysis and Planning.
Develop and update templates, documentation, and information for prospective new Entities and Entities currently approved, including information on the R+I website.
Maintain up-to-date records of McGill Research Entities with pertinent information as outlined in the Policy on Research Entities, e.g., Ensure timely management and administration of the Fulbright Program, including by preparing the internal call for proposals, coordinating the selection process, and communicating with Faculties and Departments.
Develop, write, and edit high-level reports, memos, letters, emails, and update information on the website.Liaise with other offices in the McGill senior administration, Faculty Deans' offices, as well as with research units and researchers to ensure smooth and efficient operations.
Analyze administrative problems and provide advice on improvements.Hold primary responsibility for planning, maintaining, and managing the calendar of the Assistant Vice-President, Research Development, other members of the R+I leadership team with a view of ensuring time is used as efficiently and effectively as possible.
Support operations of the Office of the Vice-President (R+I)Provide administrative support to the Assistant Vice-President and to other members of the R+I Leadership as needed. Tasks include planning meetings, information sessions, workshops, and other types of meetings related to research planning and organization.
Participate in meetings, take detailed minutes, and communicate with participants to ensure timely follow-up on critical elements, implementation of agreed decisions, and regular business arising.
Compile statistics and data for inclusion in reports in close collaboration with the Associate Director, Analysis and Planning.Implement other projects as assigned by your supervisor.
Experience in a high-profile senior VP-level office is an asset.
Exceptionally strong communication skills, both written and verbal, and demonstrated capability in writing, editing, and proofreading.
Ability to interact professionally and effectively with senior officials, the University community, and external contacts.
Proficiency in using Microsoft 365, including Outlook, Word, Excel, and PowerPoint as well as knowledge of using SharePoint and online platforms for remote meetings (including hybrid meetings) is a requirement.
Knowledge of the research funding landscape in Canada and Quebec as well as of research administration in general is a requirement.
English and French spoken and written.« Connaissance du français et de l'anglais: L'Université McGill est une université de langue anglaise où les tâches quotidiennes peuvent nécessiter une communication verbale et écrite en anglais. Le niveau d'anglais requis pour ce poste a été déterminé comme étant de niveau # 4 sur une échelle de 0-4.»
"Knowledge of French and 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.
"Minimum Education and Experience:
Bachelor's Degree 3 Years Related Experience /
75 (Full time)
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.
Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, . #
