Project Administrator

at  McGill University

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Position Summary:
The McGill Canada Excellence Research Chair (CERC) in Genomic Medicine entitled “Genes to Drug Target for Next-Generation Therapies” has as a mission to harness the most recent breakthroughs in genomics, coupled with cutting-edge information technology, artificial intelligence and pharmaceutical sciences, in order to accelerate and increase the probability of success in the discovery and development of novel therapeutics and diagnostic biomarkers, with the ultimate goal to maintain health and improve patient care. The CERC is jointly funded by the Canada federal government, McGill University and the Province of Quebec.
The CERC is seeking a high-energy, professional Project Administrator to support its chairperson. This is an exciting, fast-paced role where the successful candidate will bring intellectual agility and intuition to follow and respond to the Chair’s evolving needs. One of the rewards for this commitment is to be part of an organization at the leading edge of genomic medicine research in Canada.
The Administrator provides comprehensive support to the Chair by overseeing all issues related to scheduling, meetings and special events, supporting his roles and responsibilities within the Faculty of Medicine at McGill and beyond,, liaising, supporting and coordinating deliverables within his extensive commitments across local, regional, provincial and national network, working closely with him to ensure effective prioritization of his time and ensuring that deadlines and deliverables are met.

Primary Responsibilities:

• Provide professional administrative support to the Chair of the CERC in Genomic Medicine and contribute to the smooth, efficient operations of his group. Anticipate and respond to range of administrative needs to allow the Chair to advance his mandate as CERC Chair.
• Work closely with the Chair and be the point person to understand his priorities in order to independently manage his agenda and deliverables, where possible taking initiative.Seek to understand sensitive and high priority issues, make proactive judgment calls regarding how these may be accommodated and executed. Anticipate, assess and resolve potential scheduling conflicts.
• Organize all documents, liaise with and support the meetings of the following boards: CERC Oversight Committee, Scientific Advisory Board, EDI-in-Action Committee, CERC Facilitation and Management Committee.
• Assist with the preparation of events for the Chair such as scientific workshops. Send invites, compile the agenda, prepare presentations, coordinate presenters, manage catering, take minutes, develop, and follow up on action items.Ensure the Chair is briefed for meetings and has the required documents.
• Prepare and coordinate detailed itineraries for visitors and potential recruits when needed.
• Perform financial transactions such as placing orders, completing expense reports and credit card reconciliations for the Chair and his Team. Follow the CERC budget and make projections.
• Manage the Chair’s incoming calls and correspondence in a professional manner. Respond to enquiries and/or determine who best can respond.Provide comprehensive follow-up to ensure no issues are left outstanding.
• Carry out administrative tasks related to CERC and admin research grant applications, and annual reports for the CERC, such as document assembly, formatting, copy editing, pulling and organizing bibliography, managing CVs.
• Research ad hoc issues and produce reports or other documents. Compile information present findings in an organized and concise manner.
• Support the Chair and other members of the CERC group in recruitment of Faculty, staff, and trainees, including liaising with Faculty of Medicine administrative groups, candidates, etc.
• Coordinate and organize files for CERC for reporting.
• Help prepare reports for funding agencies.
• Work with AEC, SBMS, Faculty of Medicine Academic Affairs, and Academic Departments to coordinate academic affairs and mentoring of new investigators.
• Help to ensure that administrative aspects of the CERC group are well integrated into the larger administrative structure at the Institute of Genomics and the McGill Genome Centre, with the Administrative Excellence group from the Faculty of Medicine assigned to the Genome Centre, and the larger McGill administrative ecosystem.
• Update regularly the CERC website and social networks when needed.
• Perform other related tasks as required.

Other Qualifying Skills and/or Abilities

• Proven experience with management of projects. Must be able to evaluate issues and determine priorities.
• High level of professionalism and discretion.
• Experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships.
• Flexibility to adapt to tight deadlines, frequent changes and demands.
• Ability to take minutes at meetings and follow up with action items in a timely manner.
• Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, Acrobat.
• Strong verbal and written communications skills, English and French, spoken and written.
• Experience in an intense research active environment an asset.

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:
Professor
Position End Date (If applicable):
2025-11-03
Deadline to Apply:
2024-10-06
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

• Provide professional administrative support to the Chair of the CERC in Genomic Medicine and contribute to the smooth, efficient operations of his group. Anticipate and respond to range of administrative needs to allow the Chair to advance his mandate as CERC Chair.
• Work closely with the Chair and be the point person to understand his priorities in order to independently manage his agenda and deliverables, where possible taking initiative.Seek to understand sensitive and high priority issues, make proactive judgment calls regarding how these may be accommodated and executed. Anticipate, assess and resolve potential scheduling conflicts.
• Organize all documents, liaise with and support the meetings of the following boards: CERC Oversight Committee, Scientific Advisory Board, EDI-in-Action Committee, CERC Facilitation and Management Committee.
• Assist with the preparation of events for the Chair such as scientific workshops. Send invites, compile the agenda, prepare presentations, coordinate presenters, manage catering, take minutes, develop, and follow up on action items.Ensure the Chair is briefed for meetings and has the required documents.
• Prepare and coordinate detailed itineraries for visitors and potential recruits when needed.
• Perform financial transactions such as placing orders, completing expense reports and credit card reconciliations for the Chair and his Team. Follow the CERC budget and make projections.
• Manage the Chair’s incoming calls and correspondence in a professional manner. Respond to enquiries and/or determine who best can respond.Provide comprehensive follow-up to ensure no issues are left outstanding.
• Carry out administrative tasks related to CERC and admin research grant applications, and annual reports for the CERC, such as document assembly, formatting, copy editing, pulling and organizing bibliography, managing CVs.
• Research ad hoc issues and produce reports or other documents. Compile information present findings in an organized and concise manner.
• Support the Chair and other members of the CERC group in recruitment of Faculty, staff, and trainees, including liaising with Faculty of Medicine administrative groups, candidates, etc.
• Coordinate and organize files for CERC for reporting.
• Help prepare reports for funding agencies.
• Work with AEC, SBMS, Faculty of Medicine Academic Affairs, and Academic Departments to coordinate academic affairs and mentoring of new investigators.
• Help to ensure that administrative aspects of the CERC group are well integrated into the larger administrative structure at the Institute of Genomics and the McGill Genome Centre, with the Administrative Excellence group from the Faculty of Medicine assigned to the Genome Centre, and the larger McGill administrative ecosystem.
• Update regularly the CERC website and social networks when needed.
• Perform other related tasks as required