Administrative Officer, Indigenous Initiatives

at  McGill University

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Position Summary:
Reporting to the Associate Director, Indigenous Initiatives (OII), the Administrative Officer will provide efficient and effective administration to the Office of Indigenous Initiatives, in support of the Unit’s overall commitments as outlined in McGill’s 52 Calls to Action, and in accordance with the University’s broader mission and culture. The incumbent will develop and maintain administrative standards, practices and systems for the OII, acting as a liaison between other McGill units and external organizations when necessary. Working closely with OII’s leadership team, OII’s Administrative Officer will be responsible for activities related to the overall administrative management of the Unit including financial planning and analysis, grant development and reporting, the management of physical resources, and records management.

Primary Responsibilities:

• Manage the general administration of the OII, including establishing and implementing best practices.
• Ensure policies, procedures and best practices are understood and followed by colleagues within OII.
• Responsible for the financial operations of the OII, including annual budget planning and year-end exercises, regular review and reconciliation of funds under OII, financial transactions and record keeping, ensuring compliance with University policies and procedures.
• Undertakes analysis of budgeting issues, assesses impact to the university/unit, articulate alternatives and recommend solutions with OII managers.
• Develop annual reporting to government ministries and funding agencies supporting OII activities.
• Participates in the development and implementation of special projects (e.g. Indigenous policy development) in collaboration with the Associate Provost and other senior members of the OII team, in pursuit of the objectives identified in McGill’s 52 Calls to Action.
• Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions.
• Recommend, develop, and implement processes that support the strategic direction of a new and growing unit.
• Liaises with other McGill units to prepare, oversee and report on financial budgets and reports related to large Indigenous Initiative projects that involve multiple internal partners.
• Collaborate with OII and FPH colleagues in organizing large meeting and special events including logistics, travel arrangements, invitations, catering, equipment and materials, room bookings, agenda and briefs, liaising with attendees (internal and external) and setting up and taking down of event spaces.
• Plan and manage the calendar for the Associate Provost (OII), prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters. The incumbent will have the judgement required to manage extensive agendas autonomously with full knowledge of the surrounding context.
• Serve as secretary to key committee meetings chaired by the Associate Provost and/or other senior members of the OII team. Ensures proper follow-up and implementation of decisions taken.
• Supervision of casual employees.

Other Qualifying Skills and/or Abilities

• Ability to interact professionally and effectively with senior officials, diverse constituencies of the University community as well as with external stakeholders.
• Demonstrated professionalism and discretion; excellent interpersonal skills. Service-oriented, with ability to establish productive working relationships quickly within OII and across the University.
• Candidate should have reasonable knowledge of McGill’s 52 Calls to Action and the University’s efforts with respect to reconciliation.
• Demonstrated organizational skills and resourcefulness, with the ability to analyze information, solve problems, and provide recommendations and solutions.
• Exceptional attention to detail required to prepare documents that are consistently of the highest quality.
• Knowledge of McGill University policy and regulations is a major asset, particularly in the areas of finance and budgeting.
• Demonstrated proficiency with Microsoft Office applications including Outlook, Excel, Teams, Powerpoint.
• Demonstrated proficiency with Minerva, McGill Marketplace (MMP), and Workday an asset. Ability to communicate effectively in English and in French.
• 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 level 3 on a scale of 0-4.

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:
Associate Director, Indigenous Initiatives
Position End Date (If applicable):
Deadline to Apply:
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.

• Manage the general administration of the OII, including establishing and implementing best practices.
• Ensure policies, procedures and best practices are understood and followed by colleagues within OII.
• Responsible for the financial operations of the OII, including annual budget planning and year-end exercises, regular review and reconciliation of funds under OII, financial transactions and record keeping, ensuring compliance with University policies and procedures.
• Undertakes analysis of budgeting issues, assesses impact to the university/unit, articulate alternatives and recommend solutions with OII managers.
• Develop annual reporting to government ministries and funding agencies supporting OII activities.
• Participates in the development and implementation of special projects (e.g. Indigenous policy development) in collaboration with the Associate Provost and other senior members of the OII team, in pursuit of the objectives identified in McGill’s 52 Calls to Action.
• Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions.
• Recommend, develop, and implement processes that support the strategic direction of a new and growing unit.
• Liaises with other McGill units to prepare, oversee and report on financial budgets and reports related to large Indigenous Initiative projects that involve multiple internal partners.
• Collaborate with OII and FPH colleagues in organizing large meeting and special events including logistics, travel arrangements, invitations, catering, equipment and materials, room bookings, agenda and briefs, liaising with attendees (internal and external) and setting up and taking down of event spaces.
• Plan and manage the calendar for the Associate Provost (OII), prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters. The incumbent will have the judgement required to manage extensive agendas autonomously with full knowledge of the surrounding context.
• Serve as secretary to key committee meetings chaired by the Associate Provost and/or other senior members of the OII team. Ensures proper follow-up and implementation of decisions taken.
• Supervision of casual employees