Administrative Assistant

at  McGill University

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This is a temporary position in the struct-lab, reporting to Prof. D. Malomo
https://www.mcgill.ca/civil/daniele-malomo
Department of Civil Engineering, Faculty of Engineering. This position is paid from research funds.
Position Summary:
Provide efficient and effective administration to struct-lab in support of teaching, research and administration, in accordance with the unit’s goals and objectives, while ensuring coherence with the University’s mission and culture. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Handle research administration, contracts, grants, philanthropic gifts or other formal relationships. Interpret and apply University regulations, policies and guidelines.

Primary Responsibilities:

• Perform and organize activities to support the daily operations of the unit by ensuring that administrative services are carried out in accordance with established goals and objectives.
• Implement administrative procedures or systems that are moderately complex in support of the faculty, department or unit’s operations and ensure activities meet or exceed established quality requirements.
• Assist with the preparation of operating and capital budgets and research grant applications.
• Monitor and reconcile accounts; assist in the preparation of reports and statements. Approve expenditures within established guidelines.
• Plan meetings, conferences, luncheons and special events. Record and distribute minutes.
• Maintain space inventory and interact with facility service units for required services to the building, such as renovations, security, emergency responses, safety, etc.
• Administer physical resources of the unit or building in compliance with University and government regulations.
• Provide support for student affairs and academic administrative activities.
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
• Assess and resolve administrative problems. When appropriate, inform supervisor and formulate recommendations.
• Attend meetings.

Other Qualifying Skills and/or Abilities
Seeking a friendly and positive colleague with an interest in organizing a research lab with demonstrated organizational skills and working with a team. A master’s degree in a STEM discipline is ideal.Previous experience in university administration is a must. Proven experience in financial processes that facilitate research administration is a strong asset. Demonstrated leadership skills, determination, and creativity in solving problems. Ability to work independently and manage multiple projects. Strong communication skills (verbally and in writing in both languages) and ability to interact positively and effectively on a professional level with internal and external parties. Ideally proven experience in handling at least some of the following: Acting as a primary point of contact for researchers requiring financial assistance, previous administrative experience (preferably in Engineering) and project management. Knowledge 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. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.
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:
Assistant Professor
Position End Date (If applicable):
2025-03-31
Deadline to Apply:
2024-06-13
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,
accessibilityrequest.hr@mcgill.ca

• Perform and organize activities to support the daily operations of the unit by ensuring that administrative services are carried out in accordance with established goals and objectives.
• Implement administrative procedures or systems that are moderately complex in support of the faculty, department or unit’s operations and ensure activities meet or exceed established quality requirements.
• Assist with the preparation of operating and capital budgets and research grant applications.
• Monitor and reconcile accounts; assist in the preparation of reports and statements. Approve expenditures within established guidelines.
• Plan meetings, conferences, luncheons and special events. Record and distribute minutes.
• Maintain space inventory and interact with facility service units for required services to the building, such as renovations, security, emergency responses, safety, etc.
• Administer physical resources of the unit or building in compliance with University and government regulations.
• Provide support for student affairs and academic administrative activities.
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
• Assess and resolve administrative problems. When appropriate, inform supervisor and formulate recommendations.
• Attend meetings