Job Description

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Position Summary/Description:

The incumbent is responsible for providing a high level of organizational, planning, communication, administrative, and personal support to the Vice-Principal, Research and Innovation (VPRI). S/he makes essential contributions to the smooth and efficient operation of the office in support of its priorities and mission. Because of the complexity of managing the VPRI\xe2\x80\x99s time and priorities (often 40 to 60 appointments per week), the incumbent must function with an exceptional level of accuracy, strategic judgment, independence, efficiency, tact, and discretion. This position has a significant overall impact on the effectiveness of the office and the optimal use of the VPRI\xe2\x80\x99s time.

Main Responsibilities
Direct backup: 5600022728 Administrative Assistant

• Holding primary responsibility for planning, maintaining, and managing the Vice-Principal\xe2\x80\x99s calendar and contacts to optimize the use of time.
• Managing the day-to-day workflow and priorities of two R+I Administrative Assistants, who provide support to the VP as well as the Deputy VPRI and three Associate Vice-Principals.
• Working in close collaboration with the Director, Communications and Operations (Director), analyzing, planning, developing, and implementing administrative processes and policies for the unit as well as maintain administrative standards, practices, and systems.
• Anticipating and delivering support (e.g., schedule, briefings, logistical arrangements, travel, and personal, etc.) to allow the VPRI to operate at the highest ability and to maximize her ability to advance McGill\xe2\x80\x99s Research and Innovation portfolio.
• Leading a weekly review of the VPRI\xe2\x80\x99s calendar, in collaboration with the Director, with the goals of ensuring all invitations are addressed, necessary materials are prepared sufficiently in advance, and conflicts are resolved.
• Establishing clear priorities regarding requests from the VPRI or requests for the VPRI\xe2\x80\x99s time.
• Performing the first review of requests and referring some inquiries to other offices for prompt attention and response while also ensuring follow-up as necessary.
• Developing and implementing procedures, controls and record keeping systems for the VPRI regarding contacts, board memberships, and the signing of documents, among others.
• Developing and preparing correspondence, in both English and French, on behalf of the VPRI.
• Proactively ensuring that the VPRI has accurate and comprehensive briefing files for daily meetings and events, including background notes, speaking points, schedules of events, and biographical materials.
• Overseeing the booking of all travel and accommodations to national and international destinations in connection with University business and conferences.
• Ensuring all the VPRI\xe2\x80\x99s expense reimbursements are processed by the Financial Administrator as soon as possible following when the expenses are incurred.
• Developing systems and processes as appropriate to manage the flow of information that the VPRI receives and ensuring that any items requiring immediate attention are addressed by the VPRI in a timely fashion.
• Delegating tasks to the Administrative Assistants (e.g. printing documents, formatting letters, etc.) during high-volume periods.
• Overseeing the organization of large meetings and special events \xe2\x80\x93 including logistics, invitations, catering, and all necessary equipment and material \xe2\x80\x93 with the VPRI in a leading role.
• Identifying and assigning individuals to take minutes and perform other administrative functions as necessary at meetings chaired by the VPRI.
• As directed by the VPRI or Director, following up on action items related to events, meetings, and travel, ensuring that documents and correspondence are prepared in a timely fashion.
• With the Director, serving as the primary points of contact for troubleshooting as unexpected or urgent situations arise.
• Liaising with the offices of the Principal and other Senior Administrators at the University as well as the offices of executives at external organizations.
• Maintaining a basic understanding of all issues, files, and processes under the purview of the VPRI, AVPs, and the R+I Leadership team, thereby helping to ensure the smooth and efficient workflow for the office.
• Undertaking special projects as required.

Other Qualifying Skills and/or Abilities

Undergraduate degree or equivalent, plus several years of related experience in a high-profile, demanding office environment. Experience as an assistant for a senior executive in a complex organization is considered an asset. A calm and professional demeanor. Ability to interact professionally and effectively with senior officials and all the diverse constituencies of the University community, as well as with external contacts. Absolute discretion and confidentiality. Strong communication skills, both verbal and written, and the ability to respond sensitively and with good judgment during difficult or controversial situations. The ability to communicate effectively in English and in French (spoken and written). Demonstrated organizational skills as well as an excellent ability to prioritize tasks in a high-volume office. Strong computing skills, including Microsoft Office, with superior knowledge of Word, Excel and PowerPoint. Knowledge of universities and the McGill environment in particular is considered an asset.

Connaissance du fran\xc3\xa7ais et de l\'anglais. L\'Universit\xc3\xa9 McGill est une universit\xc3\xa9 de langue anglaise o\xc3\xb9 les t\xc3\xa2ches quotidiennes peuvent n\xc3\xa9cessiter une communication verbale et \xc3\xa9crite en anglais. \xc2\xbb

\xe2\x80\x9cKnowledge of French and English. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.\xe2\x80\x9d

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

Annual Salary: (MPEX Grade 04) $62,550.00 - $78,190.00 - $93,830.00

Hours per Week: 33.75 (Full time)

Supervisor: Human Resources Advisor

Position End Date (If applicable):

Deadline to Apply: 2023-09-27

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, .

McGill University