Administrator (Nu)

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University Advancement (UA) promotes McGill to its global community and to the public, engaging alumni, volunteers and friends of the University, and building on McGill’s record of fundraising success in support of University priorities.

By joining UA, you can be part of a dynamic, exciting and growing team of professionals that is making an extraordinary impact on the world by advancing the philanthropic and engagement ambitions of McGill University.

To find out more about UA, please visit us at


Position Summary:
Under the direction of the Manager, Administrative Services, the Administrator will provide a high level of administrative support to the Vice-Principal (VP), University Advancement (UA) to ensure optimization of the VP’s business travel and record tracking as it relates to the VP’s prospects. Further, they will provide administrative support to the Executive Director, Advancement Operations. The incumbent will act as a liaison with other units and external organizations as they relate to the office of the VP, UA.

Primary Responsibilities:
- Effectively manage the VP’s travel schedule and organize their time as required based on an in depth understanding of the VP’s and the unit’s priorities, the political landscape, and the availability and preference of the VP and other parties concerned. This involves working closely with the VP and regional leads to ensure the VP’s time is best utilised, such as for Regional Advisory Board meetings.- Anticipate needs and proactively research and secure information to ensure that the VP is adequately prepared in advance of his travel commitments and has all information and documentation required to operate effectively. This includes information on scheduling, logistics, invitations, meeting materials, minutes and involves a comprehensive review of briefing and speaking notes to ensure the content is relevant, appropriate and meets the VP’s needs.- Perform thorough trip follow-up, such as stewardship and reporting as directed by the VP, where appropriate and postmortem debriefings with the appropriate lead.- Oversee the logistics of the VP’s conference-related travel.- Organize, prioritize and follow up on documents needed, indicating required responses or actions to be taken as appropriate.- Support rigorous strategic plan rollout, monitoring and status updates.- Assess and resolve administrative problems related to the VP’s travel schedule. When appropriate, inform supervisor and formulate recommendations. Participate in calendar reviews with the VP.- Draft and send complex communications on behalf of the VP. This requires insight into, and understanding of, UA priorities and challenges.- Provide support to the VP with prospect management by ensuring the maintenance and tracking of data integrity reports, contact reports and preparing briefing documents.- Manage and track VP’s expense reports related to travel.- Establish and foster strong internal and external working relationships by identifying needs and providing support in the delivery of services.- Provide functional supervision of clerical staff. When required, assist employees in their training.- Maintain a high level of accountability and a high degree of discretion and confidentiality.- Act as a backup to the Administrator, Office of the Vice-Principal (OVP).- Provide administrative support to the Executive Director, Advancement Operations, including scheduling meetings, managing travel arrangements, and taking minutes during board meetings.- Undertake special projects as required by the OVP.

Other qualifying skills and abilities- Those with a Bachelor’s Degree will be prioritized.- Seasoned executive administrator, with a proven ability to manage complex, multi-faceted travel and calendar arrangements.- Direct and relevant experience in an academic/higher education or foundation work environment is an asset. Experience in the advancement field with a proven ability to manage complex, multi-faceted mandates.- Proven ability to work autonomously and as part of a team including senior executives, senior university administrators and prominent donors/volunteers.- Flexible and adaptable with a demonstrated ability to work in a fast-paced environment, carry on multiple projects within the same timeframe, and to adapt and be flexible to changing circumstances.- Demonstrated advanced organizational, critical thinking and analytical skills, with proven ability to effectively establish priorities, negotiate and problem solve with excellent attention to detail and accuracy.- Must be tenacious, results-driven and a self-starter, and highly motivated, with a demonstrated ability to build constructive and effective relationships.- Highly proficient in a PC environment, including advanced Microsoft Word, Excel, PowerPoint and Outlook.- Strong verbal and written presentation and communication skills. Demonstrated ability t