Administrative Officer (MR0371, ADM2A, GR4)

Job Category: 
Developmental assignments for management and excludeds

Position Context:

Under the direction of the Director of the Institute, the Administrative Officer is responsible for the administrative operations of the unit in support of teaching, research and outreach / public education. Collaborates with the Director in the identification and development of best practices and standardized administrative policies and processes. Plans and administers the unit's budgets and finances. Acts as liaison and resource person on academic and non-academic policies and procedures and is responsible for all academic and non-academic matters and student affairs.  Serves as a liaison between the Institute and its Board of Trustees, involving quarterly meetings and reporting.  Oversees public education events and communications. Assists with the 2018 Cundill Prize Awards.

Primary Responsibilities:

  • Oversees the daily operations of MISC to ensure that administrative services are carried out in accordance with established goals and objectives.
  • Participates in budget planning exercise.  Prepares documents and statistics.
  • Provides professional expertise regarding the development and implementation of policies and strategies for the promotion of the Institute and the organization of numerous major events and conferences. Oversees all logistics, PR and communications (including websites and social media).
  • Prepares elaborate reports for the donor(s) with information of the year’s activities, including writing about the event, including statistics, logistics and photos.
  • Represents the Institute at internal and external meetings. 
  • Responsible for the concept and the overall look of the MISC website as well as websites for each of the annual conferences.  Establishes standards and protocols for the annual conference and other events.
  • Provides communications support, including the writing of publicity, annual reports and other reports on behalf of Director. 
  • Writes letters on behalf of the Director, as well as on behalf of MISC Board Trustees, inviting, welcoming and thanking incoming and outgoing members of the Board.
  • Responsible for the coordination of MISC Board of Trustees meetings, which includes creating agendas, preparing quarterly reports, taking minutes, distributing reports and following up, as needed.
  • Acts as advisor to the Institutes visitors, visiting scholars and staff regarding University policies and procedures.  Responds to public (media, members, visitors) and University inquiries to the Institute.
  • Supervises three support staff.  Organizes and manages workloads of administrative and support staff.
  • Acts as Deputy Building Director for the Institute.
  • Liaises with a variety of clients including senior university administrators, academic staff, students, government agencies and donors. Oversees outreach activities and external communication (websites, social media, newsletters, etc.) and liaises with University Advancement on donor relations and fundraising matters. 

Education/Experience:

Undergraduate degree

Three (3) years' related experience

Other Qualifying Skills and/or Abilities:

Experience in administrating Human Resources, Finance and Student Affairs policies and procedures. Experience in event management.  Demonstrated experience with financial management including development of budgets and management of funds. Strong communication skills both written and spoken. Superior communication skills including writing and oral presentation in both English and French. Proven experience in leading and supervising a team of employees. Organizational skills and proven ability to work independently, problem solve and manage multiple projects. Strong analytical skills. Ability to work well under pressure in an environment with shifting priorities. Ability to work in a computerized environment (word processing, spreadsheets, databases: Banner, FIS, SIS, HRIS and Minerva; Drupal, email internet search engines and web applications). Fluently bilingual in English and French.  Must be available after regular work hours for events.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apo.arts [at] mcgill.ca.

The deadline to apply for this position is April 26, 2018 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Arts will only contact applicants selected for an interview.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.

Faculty/Unit: 
Faculty of Arts
Salary Range: 
(Grade 04) $50,300 - $62,900 (midpoint) - $81,800
Hours: 
33.75
Duration: 
One (1) year
Reporting to: 
Director
Reference no.: 
MR0371