Administrative Officer

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Position Summary:
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.   
Primary Responsibilities:

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); 2) management and tracking of documentation related to the activities of R+I including McGill’s Research Entities; manage the R+I budget envelopes for research, including matching funds (approximately $3M/year), development funds (approximately $100k/year), letters of agreement for fund transfers, and the Fulbright Program (approx. $50k/year); and 3) perform and organize activities to support operations of the unit and foster relationships with other units and external partner organizations.

Description of specific responsibilities:

Manage and monitor Research Entities dossiers

• Guide and assist new Research Entities that are seeking McGill governance approvals at the level of the Board of Governors and Senate. Provide high-level guidance and support to Research Centres across campus, including providing information about scientific, organizational, and financial requirements. Guide the process for seeking approval.
• 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 that annual reports are submitted in a timely fashion, respond to questions, and assist in planning and preparation for mid-term and renewal reviews.
• Continuously propose improvements to the internal processes to the Assistant Vice-President and use professional expertise to ensure process and procedures are well documented and updated.

Manage, administer, and monitor strategic dossiers   

• Use professional expertise to ensure accurate and efficient record keeping of the internal matching funds portfolio, including through communications with researchers, for example, by preparing letters of support on behalf of the Vice-President (R+I) with reference to institutional commitments.
• 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. Other internal programs may also be considered.  
• Develop, write, and edit high-level reports, memos, letters, emails, and update information on the website. Communicate efficiently with internal and external stakeholders. 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. 
• Prepare meeting plans and organize meetings such as meetings related to grant competitions and standing committee meetings, such as the Research Advisory Council (RAC). Support tasks include preparing the agenda, documents, slide decks, and related reference materials.
• 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.
• Prepare the annual reports of committees as needed. 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.

Other Qualifying Skills and/ or Abilities

• 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.
• Being discreet and respecting confidentiality.
• Ability to respond sensitively and with good judgement to a variety of difficult situations.
• Demonstrated organizational skills, including the ability to prioritize tasks, work under pressure, find quick solutions, and juggle a variety of priorities in a high-volume environment.
• Ability to meet deadlines.
• 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 /

Annual Salary:

(MPEX Grade 04) $62,550.00 - $78,190.00 - $93,830.00

Hours per Week:

33.75 (Full time)

Supervisor:

Assistant Vice-President (Research Development)

Position End Date (If applicable):

2025-07-31

Deadline to Apply:

2024-06-03

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, [email protected] .