Administrative Officer

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Position Summary:
Reporting to the Assistant Vice-President (Research Development), the Administrative Officer provides efficient and effective administration and support on strategic dossiers in the portfolio of Research and Innovation (R+I) in accordance with the unit’s goals and objectives while ensuring coherence with the University’s research mission. The role of the incumbent is primarily planning, managing, development and implementation of administrative processes and polices and support on strategic files in the unit. Reporting to the Assistant Vice-President (AVP), Research Development, the Administrative Officer is based in the central office of the VP-RI and supports the heads of the operating units Strategic Initiatives and other members of the R+I leadership team.   

Primary Responsibilities:

Due to the strategic nature and complexity of the various portfolios that fall within the unit’s mandate, the Administrative Officer must function with an exceptional level of accuracy, sound judgment, responsiveness, and effectiveness while also providing outstanding customer service and support within R+I and the McGill research community. The incumbent assists the Assistant Vice-President, Research Development in developing and implementing administrative procedures, policies, and processes in accordance with the sector's established goals and objectives. The main responsibilities of the incumbent are: 1) calendar management for the AVP and other members of the R+I leadership team and serve as the backup for other support functions in the office including the Assistant to the Vice-President (Research and Innovation); 2) management and tracking of documentation related to the activities of R+I including McGill’s Research Entities; manage the R+I budget envelopes for research, including matching funds (approximately $3M/year), development funds (approximately $100k/year), letters of agreement for fund transfers, and the Fulbright Program (approx. $50k/year); and 3) perform and organize activities to support operations of the unit and foster relationships with other units and external partner organizations.

Description of specific responsibilities:

Manage and monitor Research Entities dossiers

• Guide and assist new Research Entities that are seeking McGill governance approvals at the level of the Board of Governors and Senate. Provide high-level guidance and support to Research Centres across campus, including providing information about scientific, organizational, and financial requirements. Guide the process for seeking approval.
• Prepare dossiers for review and decision-making, including verification of budgets and communication with proponents throughout the process in close collaboration with a Senior Advisor and the Associate Director, Analysis and Planning.  
• Develop and update templates, documentation, and information for prospective new Entities and Entities currently approved, including information on the R+I website.
• Maintain up-to-date records of McGill Research Entities with pertinent information as outlined in the Policy on Research Entities, e.g., ensure that annual reports are submitted in a timely fashion, respond to questions, and assist in planning and preparation for mid-term and renewal reviews.
• Continuously propose improvements to the internal processes to the Assistant Vice-President and use professional expertise to ensure process and procedures are well documented and updated.

Manage, administer, and monitor strategic dossiers   

• Use professional expertise to ensure accurate and efficient record keeping of the internal matching funds portfolio, including through communications with researchers, for example, by preparing letters of support on behalf of the Vice-President (R+I) with reference to institutional commitments.
• Ensure timely management and administration of the Fulbright Program, including by preparing the internal call for proposals, coordinating the selection process, and communicating with Faculties and Departments. Other internal programs may also be considered.  
• Develop, write, and edit high-level reports, memos, letters, emails, and update information on the website. Communicate ef