Administrative Officer

Position Summary

Reporting to the Associate Director, Administration & Operations, to the Secretariat of the Nutrition and Sustainable Agri-food Collaborative, the Administrative Officer will provide efficient and effective administrative and operational support to the Secretariat. The incumbent will develop and maintain administrative standards, practices and systems for the Secretariat, acting as a liaison between the Secretariat and the McGill partners of the Collaborative as well as external organizations in both Canada and Ghana. Working closely with the leadership team of the Secretariat, the Administrative Officer will be responsible for activities related to general office management, the management of physical resources, event planning, meetings, travel arrangements, and records management.

Primary Responsibilities

• Recommend, develop, and implement processes that support the strategic direction of a new and growing unit.
• Provide support to the Associate Director, Administration & Operations in all activities related to the implementation of the Collaborative programs and initiatives as well as the facilitation of program deliverables.
• Liaise and follow-up with McGill Partners and Collaborative Partners located in Ghana to ensure timely submission of progress reports.
• Responsible for organizing large meetings 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.
• Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions and action points.
• Plan and manage the calendar for the Secretariat leadership team 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.
• Arranges and coordinates travel and accommodation to national and international destinations for the Secretariat and Partners of the Collaborative, conferences, relationship building initiatives related to the activities of the Collaborative.
• Responsible for the timely submission of expense reimbursement claims related to travel and other expenses.
• Responsible for purchasing office materials and equipment as needed by the members of the Secretariat.
• Maintains detailed inventories of IT equipment, software and capital assets purchased by the Secretariat and McGill partners with donor funds provided for the Collaborative.
• Motivated self-starter with an ability to work autonomously with minimal supervision as well as within a team.
• Demonstrated organizational skills with an ability to prioritize, multi-task, meet multiple deadlines and shifting priorities.
• Accuracy and attention to detail as it pertains to drafting documents and presentations, as well as processing transactions on Minerva and McGill Market Place (MMP).
• Exceptional interpersonal and team building skills.
• Strong demonstrated proficiency with Microsoft Office 365 applications including Share Point, Outlook, Word, Excel, PowerPoint, Teams and OneNote.
• Superior communication skills in English (spoken and written) and French (spoken) to work collaboratively and efficiently with colleagues at McGill and external partners.

Benefits

• 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 waiver for regular employees and their dependents.
• Up to two (2) days of remote work per week where the position permits.

Application Information

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 # 4 on a scale of 0-4.

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

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.

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today. #J-18808-Ljbffr