Administrative Assistant

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Position Summary:

The COVID-19 Immunity Task Force (CITF) was established in late April 2020 by the Public Health Agency of Canada. This three-year emergency response initiative is charged with mobilizing rapid research studies and reliable knowledge with respect to SARS-CoV-2 infection, immunity and vaccine safety and effectiveness in Canada. The CITF Secretariat, and the Administrative Assistant position, are based at the McGill University Faculty of Medicine’s School for Population and Global Health.

Reporting to the Manager (Governance and Administration) and working closely with members of the Task Force leadership and administrative team, the Administrative Assistant provides high-level organizational and administrative support in the implementation of the Task Force’s strategic mission and initiatives. They manage highly complex agendas and play an integral role in organizing various forms of data and creating documents. They juggle multiple competing priorities, and assist in the implementation of diverse projects. This role in particular is responsible for implementing the CITF’s daily operations often through McGill-based business processes.

Primary Responsibilities:

• Manages complex agendas for members of the CITF Secretariat executive team and related working parties (scientific advisory groups).
• Ensures that all meetings are scheduled in a timely manner and appropriately prioritized.
• Assists with the preparation of meeting agendas and their distribution to meeting attendees.
• Produces accurate minutes from scientific meetings, and leads comprehensive follow-ups on outstanding issues and action items (e.g. correspondence, e-mails and requests) in a timely manner on behalf of the Secretariat.
• Acts as primary liaison and representative of the Associate Scientific Directors and Manager (Governance and Administration) on all issues relating to scheduling, planning and commitments.
• Acts as the primary liaison with both internal (CITF and McGill) and external stakeholders on behalf of the Secretariat, in the drafting of correspondence, letters, memos and other short-documents that are sometimes complex in nature.
• This position specifically provides administrative support related to financial administration (e.g. produces expense reports, purchase orders), asset tracking, employee onboarding, space planning, and logistics.
• Creates and implements administrative processes to facilitate Task Force Secretariat operations.
• Liaises with implementing partners, develops forms and implements tracking mechanisms for funded studies.
• Coordinates special projects reinforcing strategic initiatives and related programs of the CITF.

Other Qualifying Skills and/or Abilities

• Excellent written and communication skills, and fluent bilingualism in French & English – verbally and written.
• Strong organizational and planning skills.
• Ability to multitask and handle a variety of requests simultaneously.
• Ability to work independently with minimal supervision once a task or process has been scoped.
• Proven experience and ability to manage a complex agenda.
• High degree of tact, diplomacy and ability to deal with a variety of clients in a and discreet professional manner.
• Previous experience working within McGill, research-intensive institutions or government would be especially valuable.   
• Previous exposure to McGill Market Place, Minerva, Workday, Sharepoint/OneDrive and other business systems would be considered an asset.
• Proficiency with the Microsoft Office, including Outlook, Word, Excel, Forms and PowerPoint is required.
• An undergraduate or master’s degree in management or a related field is highly recommended but is not required depending on previous work experience.

Additional Information:

Testing will be administered

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $51,190.00 - $63,980.00 - $76,770.00

Hours per Week:

33.75 (Full time)

Supervisor:

Academic Associate

Position End Date (If applicable):

2023-03-31

Deadline to Apply:

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] .