Job Description

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Position Summary:
Reporting directly to the Director, Administration and Operations at the Montreal Neurological Institute, the Administrative Officer is responsible to assist the manager with the daily administrative and financial operations of the unit.

Primary Responsibilities:

Develop and maintain a master production schedule for all activities within The Neuro's administrative portfolio for finance, HR, Facilities, IT and administration. Work with The Neuro administrative team to ensure accurate and up to date activities within Neuro Administration.

Develop and implement structures, processes, and record keeping systems.

Keep the Director, Administration & Operations up to date on all activities and identify any issues related to the delivery of administrative services.

Participate in the development and implementation of policies and new initiatives that support the mandate and strategic direction of the Neuro.

Analyze administrative problems, determine course of action, and provide advice on problem resolution.

Manage all Clinical and Research Fellowships at the Neuro in collaboration with the MNI Finance Office and the MUHC.

Plan meetings, special events, including logistics, invitations, catering and all necessary equipment and material.

Analyze all Procurement contracts for The Neuro and make recommendations. Maintain a detailed log of all Neuro Procurement contracts and ensure appropriate follow-up with all relevant stakeholders. Identify issues and provide guidance on Neuro Consultancy Contracts and Service Contracts. Ensure proper follow-up with all stakeholders including Procurement Services. Act as main contact within administration for all consultancy and service contracts.

Participate in budgetary planning for The Neuro's project budgets (including CFI, JELF and others) and make recommendations for approval by the Director of Administration. Ensure all project budgets from the Project Management Office are accurate and up to date before submission to the Director, Administration. Meet with PI's and researchers to ensure financial obligations are clear and understood.

Perform tasks related to the management of research funds as well as any tasks assigned by the Director, Administration and Operations.

Prepare financial reports for philanthropic donations and ensure funding sources are being utilized.

Keep abreast of university policy and procedures.

Collaborate with the administrative team in the planning, creation, implementation, and evaluation of surveys. Analyze survey results and make recommendations to improve administrative services with The Neuro.

Works on Special Projects, in collaboration with the Director, Administration & Operations

Provides back-up support within the Neuro's Administrative Support Team.

Performs other activities in support of the Neuro's Administrative Support Team.

Schedule, prepare agenda, and ensures follow up to action items for the Neuro operation meetings as well as other meetings.

Gathers data to create presentations in collaboration with the Director, Administration and Operations.

Other Qualifying Skills and/or Abilities

Excellent knowledge of accounting and financial management. Experience working with research grants is an asset.

Experience undertaking financial and administrative functions for research grants.

Demonstrated ability preparing detailed professional financial reports. Strong reporting skills are a requirement.

Proficiency with computerized application including spreadsheets, databases, word-processing software, Banner FIS, Crystal reports, and Microsoft Office applications such as Word, Excel, PowerPoint. Experience with WorkDay an asset.

Excellent analytical and problem-solving skills.

Service-oriented with excellent customer service skills and the ability to establish productive working relationships quickly.

Strong project management skills required.

Proven organizational skills with ability to multi-task, prioritize and meet deadlines. Ability to adapt to frequent changes.

Must be able to demonstrate a high level of initiative, independence, professionalism, and discretion at all times.

Meticulous in documenting follow up actions regarding ongoing files.

Excellent communication in English and French, spoken and written.

Minimum Education and Experience: Bachelor's Degree 3 Years Related Experience /

Annual Salary: (MPEX Grade 04) $58,470.00 - $73,090.00 - $87,710.00

Hours per Week: 33.75 (Full time)

Supervisor: Director, Administration and Operations

Position End Date (If applicable):

Deadline to Apply: 2022-10-18

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, .