Administrative Officer

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Position Summary:
Reporting to the Associate Director, Governance and Compliance, the Administrative Officer will provide administrative, logistical and organizational support within the Office of the Vice-President, Administration and Finance (OVPAF).  This includes managing the operations of the office, acting as an advisor on applicable policies and procedures and requests for information, preparing and writing a variety of documents, researching, compiling information, and making recommendations. Performs accounting functions.  Responsible for IT needs and physical resources of the unit, as well as logistics for meetings and events.  Manages a range of complex, time-critical and sensitive files and issues.

Primary Responsibilities:

• Plans, develops and implements business procedures, policies and processes to maximize support to the OVPAF. 
• Provides detailed information and explanation on policies and procedures related to area of responsibility. Resolves problems within area of responsibility.
• Under the oversight of the Associate Director, Governance and Compliance, prepares documents, develops templates, and researches information on related topics. Compiles information, make recommendation on course of action.
• Liaise with internal stakeholders, including but not limited to, members of VPAF units and secretariat.
• Investigates and follows up on issues and action items within area of responsibility.
• Under the oversight of the Associate Director, Budget Efficiencies, performs accounting functions for the unit while ensuring compliance with University and OVPAF policies and financial procedures.
• Leads the planning of large meetings and special events for the unit. Manages the logistics of invitations, catering, venue, speakers, and other related details). Acts as contact person with the representatives for the event.
• Manages the IT needs for the unit. Ensures that laptops and computers are assigned for new hires and replacements are available. Keeps track of issues and costs, etc.
• Responsible for the essential supplies for the unit, purchases and order office supplies as required.  Keeps an inventory of stationary, and office and kitchen supplies.
• Plans and manages the physical resources of the area. Works with Facilities Management service units for the provision of required services to the office, such as maintenance and  security. Supports the planning and organization of office moves and other logistics issues.
• Attends meetings as assigned. Prepares the agenda; takes minutes and follows up on decisions within area of responsibility.
• Responsible for managing the office and recommends procedural changes to enable the office to function more effectively. Analyses administrative problems and recommends courses of action to Associate Director, Governance and Compliance on problem resolution.
• Performs other related duties and participates in special projects, as required.

Other Qualifying Skills and/or Abilities

Strong spoken and written communication skills, with the ability to respond to critical issues with sensitivity and good judgment.  Exceptional attention to detail required to prepare documents that are consistently of the highest quality in terms of content, format, and design. 

Demonstrated professionalism and discretion, and exceptional interpersonal and networking skills. Knowledge of McGill University policy and regulations, and interest in academic governance is an asset. Service-oriented and the ability to establish productive working relationships quickly with staff at all levels of the University. Exceptional organizational skills, the ability to prioritize tasks and handle stress in a high-volume office to meet deadlines.  

Demonstrated organizational skills and resourcefulness, and the ability to analyze information, solve problems, and provide recommendations and solutions. Demonstrated proficiency with Microsoft Office 365 applications including Outlook, Word, Excel, PowerPoint, Teams, and OneNote. Knowledge of Minerva, McGill Marketplace (MMP), and Workday is an asset. 

Fully bilingual in French and English. 

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 waver 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 #3 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Bachelor's Degree 3 Years Related Experience /(MPEX Grade 04) $63,810.00 - $79,760.00 - $95,710.00

Job Profile:

MPEX-ADM2A - General Administration - Professional 233.75 (Full time)Associate Director, Compliance and Governance2025-04-24