Office Administrator

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job aid for instructions on how to apply.

Job Location: McGill currently offers a hybrid work environment, combining remote work and attendance in the office when reasonable and possible given the operational needs of the unit and operational requirements of an employee’s position. Participation in the program is contingent on approval of the immediate manager.

Position Summary:
Under the direct supervision of the MI4 Program Manager, we are seeking a highly motivated, organized, enthusiastic individual to join our dynamic team. As MI4 approaches it’s 5th year, we will continue to build on our successes and take on new challenges to support our thriving community. We will continue to build bridges and foster the development of world-class and ground-breaking research and innovation with a new vigor and scope that will address threats to human health and disease across the lifespan.

The Office Administrator provides high-level organizational support to support the McGill Interdisciplinary Initiative in Infection and Immunity (MI4) strategic mission and initiatives. He/she performs and organizes activities in support of the daily operations of the Director and the administrative team, as well as manages a complex agenda and plays an integral role in the planning of special events. Further, the Office Administrator participates in the development and implementation of projects related to MI4’s mission to nurture the development of world-class and ground-breaking research and innovation that address pressing and prospective threats to human health and disease locally and internationally.

He/she is responsible for the following:
Agenda Management (30%)

Responsible for managing a complex agenda for the Director:
- Ensures that all meetings are scheduled in a timely manner, based on priorities;- Assists with the preparation of agenda for meetings and distributing it to meeting attendees (Attends meetings and takes detailed minutes; Distributes details minutes to meeting participants; Follows up on decisions and actions within area of responsibility);-
- Act as liaison and representative of the Director for all issues relating to scheduling, planning and commitments;- Makes travel arrangements and prepares expense reports accordingly

Communication & Collaboration (20%)

Responsible for being the primary liaison with both internal and external stakeholders on behalf of MI4, as well as for the drafting of correspondence, letters and short-documents that are sometimes complex in nature in both English and French;- Creates tables for the completion of reports and documents for various committee meetings, as needed;- Deals with sensitive documents in a confidential and discreet manner.-
- Liaises with other offices within MI4’s strategic plans and initiatives;- Works closely and acts as back-up to the communications administrator in the managing of websites, graphics, newsletters and social media- Contributes to planning and coordinating outreach activities to local and international communities. This can include brainstorming potential partnerships or methods for engagement, maintaining a calendar for outreach events and working closely with community partners.

Project Administration (30%)

Responsible for developing administrative mechanisms to ensure the follow-up on items relative to the planning and monitoring of the MI4 strategic review;- Organizes Centre and group meetings;- Prepares documents for various meetings;- Assists with data collection for the MI4 office, which includes building online surveys and preparing survey data for analysis/review;- Anticipates difficulties, identifies problems, troubleshoots, and develops innovative strategies that ensures implementation of solutions;- Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues;- Conducts analysis and research on the various resources available on main campus;- Gathers and provides advise on potential sources of information related to the research needs for the development of key research projects and initiatives;- Develops and administers efficient processes and systems (e.g. report deadlines for clients, tracking grant extension requests);- Assists in the preparation of pre-meeting packages, reports and year-end documentation including program and funding reports.

Event Planning & Other (20%)

Responsible for the coordination of MI4 events:
- Responsible for all logistics, room setup, organizing the format of the event, registering participants, organizing volunteers, processing of invoices etc;- Manages contractual obligations with vendors.- Acts as a resource person for staff to answer questions, provide feedback and guidance on expectations set forth by the Director and senior leaders within MI4;- Develops, proposes and manages the budget for small to medium sized events in conjunction with Program Manager related to MI4 ou