Under the general direction of the Managing Director Advancement Services (Managing Director) and under the supervision of the Administrative Officer OVP, the incumbent will provide effective and efficient administration in support of the Vice-Principal and the Managing Director in accordance with University Advancement’s goals and objectives, while ensuring coherence with the University’s mission and culture. The incumbent will act as lead for a variety of mandates and special projects involving diverse issues related to the Advancement Services portfolio and the Office of the Vice Principal. The Administrator will develop, plan and implement administrative standards, practices and systems. The incumbent will also provide a liaison function with other units and external organizations in order to advance UA’s mission.
Duties and Responsibilities:
- Establish and foster strong internal and external working relationships by identifying needs and providing support in the delivery of services. Interact with a wide variety of internal and external stakeholders including senior university administrators on a wide range of issues, including serving as liaison and attending meetings with the Managing Director. Anticipate and manage key issues as they arise, including the development and implementation of solutions to problems and providing advice and counsel when appropriate. Provide concise updates to the Administrative Officer to keep apprised of various activities and potential issues of concern.
- Provide support to the Vice-Principal and the Managing Director and ensure they are adequately prepared in advance of commitments and have all information and documentation required to operate effectively. This includes information on priorities, logistics, invitations, materials, minutes, agendas, briefing documents and speaking notes. This requires developing strategies to secure meetings, prepare documentation and agenda for meetings, assess and resolve problems that may arise, including with travel bookings, liaising with colleagues internal and external to UA and leveraging the ability to influence people to provide required information in a timely fashion.
- Maintain a high level of accountability and ensure that a high degree of discretion and confidentiality are demonstrated at all times.
- Review, prioritize, organize, track and follow-up on documents for the Vice-Principal’s signature including legal agreements (MOAs, LOIs, deeds).
- Assist with the conceptualization and planning of special events, such as UA Town Hall meetings; provide input on content and structure of such events.
- Assist with the planning of various meetings by compiling and organizing the agenda. This includes liaising with various stakeholders and obtaining the necessary information and associated documents. Attend meetings and take associated minutes.
- Draft and manage communications to be reviewed by the Managing Director, which includes the preparation and publication of announcements to UA’s intranet. This requires insight into, and understanding of, UA priorities and challenges.
- Manage and optimize the Managing Director's calendar, and track upcoming deadlines, obligations and timelines.
- Act as a back-up to the Building Administrator for two UA-Central sites.
- Undertake special projects to resolve diverse administrative issues.
Education and Experience:
Three (3) years’ related experience
Other Qualifying Skills and Abilities:
Bachelor’s Degree preferred. Experience acting as a seasoned administrator to executives with a proven ability to manage complex, multi-faceted mandates. Directly relevant experience in an academic/higher education, foundation, or charitable organization would be preferred. Client-focused, excellent interpersonal skills and ability to engage with various stakeholders with tact and diplomacy. Advanced problem solving, priority setting, analytical and organizational skills. Proven high-level of attention to detail. Highly proficient in a PC environment, including advanced Microsoft Word, Excel, PowerPoint and Outlook. Flexible and adaptable with a demonstrated ability to work in a fast-paced environment and to manage multiple projects within tightly prescribed timetables. Proven ability to work autonomously and as part of a team including senior executives. Must be tenacious, results-driven, and highly motivated, with a demonstrated ability to build constructive and effective relationships. Excellent spoken and written communications skills in English and French.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to University Advancement at staffing.dev [at] mcgill.ca.
The deadline to apply for this position is January 31, 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, University Advancement will only contact applicants selected for an interview.
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, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell [at] mcgill.ca or 514-398-1660.