Administrative Officer

3 weeks ago

Montréal, Canada McGill University Full time

**Position Summary**:
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, coordination, development and implementation of administrative processes and polices and support on strategic files in the unit. Reporting to the Assistant Vice-Principal, 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 the Office of Sponsored Research.

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-Principal, Research Development in developing and implementing of administrative procedures, policies and processes in accordance with the sector's established goals and objectives. The main responsibilities of the incumbent are: 1) coordination and tracking of McGill’s Research Centres; 2) manage, administer, and monitor the R+I budget envelopes for research, including matching funds (approximately $3M/year), development funds (approximately $100k/year), and 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.

**Primary Responsibilities**:
**Manage and monitor Research Centres dossiers**
- Guide and assist new Centres 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 Analyst.
- Develop and update templates, documentation, and information for prospective new Centres and Centres currently approved, including information on the R+I website.
- Maintain up-to-date records of McGill Research Centres with pertinent information as outlined in the Policy on Research Centres, 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-Principal 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-Principal (R+I) with reference to institutional commitments.
- Ensure timely coordination 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.
- Analyze administrative problems and provide advice on improvements.
- Hold primary responsibility for planning, maintaining, and managing the calendar of the Assistant Vice-Principal, Research Development, with a view of ensuring her time is used as efficiently and effectively as possible.

**Support operations of the Office of the Vice-Principal (R+I)**
- Provide administrative support to the Assistant Vice-Principal, Director of the OSR, Special Advisor to the Vice-Principal (Government and International Partnerships), and Special Advisor to the VP-RI in Public and Life Science Policy and Business Development. Tasks include: preparing meetings, information sessions, workshops, and other types of meetings related to research planning and coordination.
- Plan large meetings, both one-time meetings planning for strategic initiatives (e.g., for large-scale grant competitions) and standing committee meetings, such as the Research Advisory Council (RAC). Support tasks include preparing documents, slide decks, agendas, 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

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