Job Description

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Position Summary:
Facilitate, coordinate, enhance and promote the excellence of research and teaching involving animals by providing administrative support to the animal care program of McGill University. Administer approvals of protocols, renewals and amendments. Administer the Pedagogical Merit Review of teaching and training protocols. Advise researchers, FACC Administrators and Chairs, OSR and other stakeholders regarding University and regulatory agency policies, guidelines and procedures. Prepare agendas and documents, and take minutes of the Animal Welfare and Policy Oversight Committee. Provide backup for other team members, notably for training verification and ethics review administration. Implement procedures, prepare reports and participate in projects (e.g. software upgrade or new implementation project).
Main Responsibilities

• Administer final approvals of protocols, renewals and amendments from all McGill and Affiliated Institutes.

Perform pre-review of protocols, renewals and amendments prior to submission to committee, using the Animal Management software platform for animal protocol review and approval.
Provide service to researchers on submission of protocols, renewals and amendments using the Animal Management software platform, referring technical issues as required. Advise researchers, teachers, Committee Chairs and members, regarding University and regulatory agency policies, guidelines and procedures. Assist researchers with clarifications of committee recommendations and with the completion of the forms.
For all protocols, renewals and amendments in queue for final approval, review and reconcile to ensure quorum, training completion and peer review for scientific or pedagogical merit.
Process electronic approvals using the software platform. Issue signed animal certificates and upload them to the software. Adjust animal use registers at final approval for species where the census is not done automatically using cage cards.
Correct protocol issues that can only be fixed at final approval.
Enter protocol data and link grants on OSR's infoEd system. Alert OSR staff or other stakeholders of new protocol linkages.
Process protocol terminations and transfers, and inform appropriate stakeholders.
Ensure timely follow-up on issues with OSR (includes reminder emails to researchers), Animal Care Committees (ACCs), Training Advisor, researchers, animal facility staff and other stakeholders.
Administer the Pedagogical Merit Review of teaching and training protocols
Document the infrastructure, in consultation with Director, other team members and appropriate departments, for administering and tracking pedagogical merit review of teaching and training protocols.
Establish and maintain a list of pedagogical merit reviewers, by area of expertise.
Maintain and track student or participant evaluations for pedagogical merit reviews of full renewals. Summarize student or participant evaluations for reviewers (multiple choice and descriptive responses).
Track protocols that are up for pedagogical merit review and inform principal instructors and ACCs in a timely fashion of the documents and process.
Follow-up in a timely fashion on issues with the review process.
Issue confirmation letters for successful and unsuccessful pedagogical merit outcomes and attach these to protocols.
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Liaison, Committee administration, General Administration.
Ensure continuous support to researchers, ACC Administrators and Chairs, OSR and other stakeholders in the delivery of services by keeping up-to-date on the animal care program and regulatory policies, guidelines and procedures, confirming priorities and timeframes, and organizing work accordingly.
Prepare agendas and documents, and take minutes of the Animal Welfare and Policy Oversight Committee. Meetings and minutes are of a scientific or technical nature.
Regularly confer with supervisor in order to discuss problems and to plan ahead. Assess and resolve administrative problems. When appropriate, inform Director or Vice-President's office and formulate recommendations. Liaison with Vice-President's office over administrative matters.
Part of systematic backup scheme for the office and other related duties
Provide backup in case of foreseen and unforeseen absence for other team members, notably for training verification, ethics review administration and basic software platform support.
Member of the IT System Core Development and Support Team. Participate in software development testing or functional testing of technical fixes by IT Support.
As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4.
For a definition of our language proficiency levels, please click .
Minimum Education and Experience: DEC III 3 Years Related Experience /
Hourly Salary: (MUNACA Level H) $33.05 - $40.97
Hours per Week: 33.75 (Full time)
Supervisor: Associate Director Animal Compliance
Position End Date (If applicable):
Deadline to Apply: 2025-11-20
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, .

Skills Required