Grants Administrator (MR6934, ADM1B, GR3)

Job Category: 
Developmental assignments for management and excludeds

Position Summary:

The Grants Administrator (GA) administers and monitors activities related to sponsored research opportunities and contracts by reviewing these at the pre-award stage for completeness and compliance with funding agencies’ regulations, by liaising with researchers, their Department Chairs, Senior Grants and Agreements Officers (SGAOs), Grants and Agreements Officers (GAOs), and Grants Officers (GOs), external funding agencies, Legal Services, Insurance & Risk Management, Security Services and McGill Finance as required to complete files prior to signature. The Grant Administrator ensures that activities are performed in accordance with all University, funding agency and governing bodies’ policies and procedures and ensures that all information in both paper and data files is complete, correct and up to date. In addition, the Grant Administrator obtains and updates information on faculty/department/unit research activities and priorities. The Grant Administrator (GA) ensures continuous support to (SGAO), (GAO) and (GO) in the delivery of funding agency applications from the pre-award process and through the post award phase.

Duties and Responsibilities:

  • Process, administer and monitor sponsored research applications by reviewing applications and other forms and ensuring they are complete.
  • Follow up with appropriate internal or external sources as needed to complete all submission or other requirements.
  • Provide information of a moderately complex nature on policies, rules and requirements to researchers or others as required.
  • Regularly confer with the Senior Grants and Agreements Officers (SGAOs), Grants and Agreements Officers (GAOs), and Grants Officers (GOs) in order to highlight problems with applications and recommend solutions within scope of responsibility.
  • Follow up on review and negotiation of grants agreements (clauses according to University guidelines: i.e. copyright, intellectual property, publication etc.) as required by SGAOs, GAOs, and GOs.
  • Responsible for drafting/modifying various letters related to applications, agreements, consortiums, letter of intent (LOI), etc. as required by SGAOs, GAOs, and GOs.
  • Support SGAOs, GAOs, and GOs in drafting announcements of funding opportunities eligible for McGill researchers. Ensure diffusion of information to the research community about new and/or upcoming funding opportunities. Maintain up to date information on sponsored research opportunities as required.
  • Update OSR webpages, guides, tables, and other reference materials in support of McGill researchers applying for and administering of research funding.
  • Input and ensure the correctness of data into appropriate software systems. Generate reports on research activities using database software.
  • Attend meetings and assists planning and running departmental events. Administer support (i.e., schedule, printing, booking, logistics, etc.) for site visits, info sessions and other events organized/handled by OSR.
  • Work closely with the SGAOs, GAOs, and GOs in preparation of briefing materials as required.
  • Collaborate with Awards Management and Data Management teams on the process of the opening/renewal/revision of Research Funds administered by the University in order to ensure compliance with all internal and external regulations for proper financial accountability and reporting.
  • Identify and escalate non- compliant files to supervisors as required.

Education and Experience:


Three (3) years' related experience

Other Qualifying Skills and Abilities:

Very strong attention to detail and demonstrated ability to apply funding agency rules, policies and deadlines. Ability to prioritize tasks, meet deadlines and oversee multiple projects simultaneously. Ability to work independently and within cross functional teams engaging people from multiple areas within McGill and funding agencies. Full knowledge of standard office software. Must be able to function at a high level of responsiveness and effectiveness within a complex, fast-paced office environment. Must have excellent customer service skills in order to ensure the highest level of service to the research community. Must be able to oversee multiple files simultaneously and efficiently within tight timeframes. Must have excellent communication skills both in English and French, spoken and written in order to explain requirements and obtain information to internal and external stakeholders.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:


McGill University, Human Resources (Staffing)

688 Sherbrooke Street West, suite 1520

Montreal, Quebec

H3A 3R1

Email [at]

The deadline to apply for this position is December 20, 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, Staffing will only contact applicants selected for an interview.

Employment Equity:

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] or 514-398-1660.

Office of the Vice-Principal (Research and Innovation)
Salary Range: 
(Grade 03) $46,300-$57,900 (Midpoint)-$69,500
One (1) year (With possibility of extension)
Reporting to: 
Research Administrative Officer
Reference no.: