Position Summary
We are seeking to hire an administrative assistant to provide high level of organizational and administrative support to Dr. Julien Doyon’s dual roles as Director of the McConnell Brain Imaging Centre as well as his research faculty position and his respective staff and students, and postdoctoral fellows at the Montreal Neurological Institute.
Primary Responsibilities
Provide administrative support to the following research committees; MRI, PET, and MEG. Receives and circulates protocols to members for review. Transcribes info for Chair’s review and submits comments to the principal investigator.
Responsible for managing the Director’s complex calendar. Schedule according to the priority and impact of the events and meetings. Screen, take messages, and make phone calls on behalf of the Director.
Plan and anticipate needs, proactively research, and secure information to ensure that the Director is adequately prepared to operate effectively. This includes information on priorities, logistics, invitations, materials, minutes, agendas, briefing documents and speaking notes.
Schedule meetings, contacts participants and books meeting rooms. Prepare cover memos, agendas with the emails and other brief correspondence to both internal and external stakeholders. Attends and writes minutes for BIC Faculty, Radiation Safety meeting, Executive, unit meetings, and other meetings.
Recommend and administer changes and improvements to administrative processes and procedures resulting in increased unit efficiency (including dissemination of incoming and outgoing information to the academic and administrative members of the unit.) Troubleshoot problems, which may arise .
Compile statistics and data from BIC faculty members for inclusion in reports for the BIC, the Department of Neurology and Neurosurgery, Faculty of Medicine, HBHL and others.
Establish and foster strong internal and external working relationships by identifying needs and providing support in the delivery of services. Interact with a wide variety of internal and external stakeholders including serving as liaison and attending meetings and administrative activities with the Director. This would include coordinating special projects events such as the organization of colloquia and conferences, workshops.
Responsible for administering the research grants related to the BIC and Dr. Doyon research lab including monitoring and reconciling accounts, and assisting in the preparation of reports and statements.
Update and complete the CV’s (i.e. Canadian Common CV, career CV), biosketches, web forms and administrative sections of grant applications written for the BIC and Dr. Doyon’s research lab.
Update (e.g., news, BIC activities, etc.) the BIC website on a weekly basis.
Act as a resource person to graduate and undergraduate students, postdoctoral fellows, research assistants/associates. Assists international students with various immigration issues including registration with McGill.
Work with the HR admin team to process hires, reappointments, terminations, and other administrative processes for staff and students in the Unit and research lab. Processes student stipends.
Process Travel Advances and Travel Expense Reports for supervisor and research staff (graduate students, postdocs, Research Associates and Assistants).
Arrange and prepare all travel and accommodation arrangements to provincial, national and international destinations in connection with university business, conferences, relationship building related to government and business activities.
Responsible for the lab ordering and reconciling of the units. Receives orders from students and staff, processes orders via Pcard purchase and Marketplace. Reconciles pcard to appropriate funds.
Maintain filing systems and arranges for archiving.
Other Qualifying Skills and/or Abilities
Experience working in an academic environment, preferably in a research intensive university. Knowledge of McGill policies, procedures, and systems (Banner/Minerva) an asset. Excellent organizational skills; proven analytical, planning, problem-solving skills. Ability to prioritize and multi-task; reliable, self-motivated with an ability to work autonomously and with others in a team. Must be client-focused and service-oriented, and be able to liaise with all levels of staff, students, professors, and industry and governments officials. Exceptional organizational and interpersonal skills, excellent communication skills, with a proven ability to communicate effectively. Strong attention to detail. Must have a strong desire to work in an entrepreneurial educational environment. Proficiency in MS Office (Excel, Word, Powerpoint). Basic knowledge in computer design software and content management systems (HTML program, Adobe Suite) is considered an asset. English, spoken and written. French, spoken and read.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
Annual Salary:
(MPEX Grade 03) $50,330.00 – $75,490.00
Hours per Week:
33.75 (Full time)
Supervisor:
Professor
Position End Date (If applicable):
04/01/2022
Deadline to Apply:
05/06/2021
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, [email protected] or 514-398-3711.
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