Administrative Assistant (MT0729, ADM1A, GR03)

Job Category: 
Term positions for Management and Professionals

Position Summary:

Provide efficient and effective administration to the McGill Institute of Advanced Materials, in support of teaching, research and administration, in accordance with the Institute’s goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Manage research administration, contracts, grants, philanthropic gifts or other formal relationships. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and institutional analysis

Duties and Responsabilities:

  • Assists with the management of day-to-day operations of the Institute
  • Supports the Director and Finance Administrator with the management of administrative responsibilities as well as the implementation of administrative procedures
  • Performs and organizes activities to support the daily operations of the Institute by ensuring that accounting functions are carried out in accordance with established goals and objectives
  • Supports recording and reporting including budgeting of the different research facilities
  • Acts as a resource person for the Institute on personnel policies and procedures. Communicates and liaises with HR Engineering and HR Central when necessary
  • Handles immigration for visiting academics and students by providing general information and directing individuals to the proper place for guidance. Submits offers of employment for those coming to the Institute on LMIA-exempt work permits
  • Plans and organizes committee meetings, special events and conferences as necessary in order to support Director’s priorities
  • Handles website maintenance and updates
  • Performs communication to and liaison with internal staff of the University as well as external entities (corporations, government and industry associations)
  • Manages student affairs related activities, with respect to both undergraduate and/or graduate students

Education and Experience:

DEC III (Administration)

Three (3) years’ related experience

Other Qualifying Skills and Abilities:

Undergraduate degree with three (3) years' related experience preferred. Demonstrated organizational skills and experience in managing a unit. A self-starter with leadership, finance, communication, writing and presentation skills. Ability to work autonomously and as part of a team. Ability to work independently and manage multiple projects. Strong communication skills and ability to interact positively and effectively on a professional level with internal and external parties. Proven experience in handling academic affairs, research grant administration, budgeting, student affairs and advising. Demonstrated ability to work in a computerized environment (word processing, spreadsheets, databases, presentations). English and French, spoken and written.

How to Apply:

Please submit your electronic application via the web at click on "Application Form" and upload your curriculum vitae and cover letter as one document.

The deadline to apply for this position is September 19, 2019 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 Engineering will only contact applicants selected for an interview.

McGill applicants, covered by the McGill Non-Unionized, Non-Academic Personnel Policies and Procedures, must apply to a regular M and Excluded position within ten (10) working days of the date of publication to maintain internal priority.

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, [at] or 514-398-3711.

Faculty of Engineering
McGill Institute of Advanced Materials
Salary Range: 
(Grade 03) $47,000 - $58,800 (mid-point) - $70,600
One (1) year, with the possibility of renewal
Reporting to: 
Finance Administrator
Reference no.: