McGill University
Administrative Assistant
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Faculty of Science
Computational and Data Systems Institute (CDSI)
1-year contract
Position Summary:
The Computational and Data Systems Institute (CDSI) aims to connect, complement, and amplify the rich ecosystem of McGill investments at the nexus where computing, data, and systems meet – particularly around AI and data science.
Through training, data science solutions, and various mechanisms facilitating convergent research, the CDSI mission is to help McGill faculty and students leverage a rich spectrum of strengths at the intersection of computing, data, and systems, in cooperation with various partners in academia, industry, and government.
In close collaboration with the Director and under the supervision of the Administrative Officer, the Administrative Assistant is responsible for the overall day-to-day operations of the CDSI core areas including but not limited to workshops & summer camps, event planning, meeting agendas, committee meeting planning, and awards programs. They will be providing efficient and effective support related to general administration including, but not limited to communications, client support, operations, and finance.
Primary Responsibilities:
Administrative Support & Problem Solving
- Perform and organize activities to support the daily operations of CDSI by ensuring that administrative services are carried out in accordance with established goals and objectives.
- Assess and resolve administrative problems, independently or in consultation with the supervisor, and formulate recommendations as needed.
- Provide high-level administrative support to the CDSI Director, including administering schedules and commitments.
- Act as a resource for CDSI research staff and faculty regarding university policies and procedures.
- Participate in the development and implementation of administrative procedures and systems that meet or exceed established quality requirements.
- Provide support for student affairs and academic administrative activities.
Event & Meeting Coordination
- Plan and execute events, meetings, summer camps, workshops, conferences, luncheons, galas, and symposiums, including all logistics.
- Prepare agendas, record accurate meeting minutes, and ensure follow-up on action items.
- Anticipate potential issues with scheduling or logistics, troubleshoot, and provide timely solutions.
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Financial Tasks
- Assist with the preparation of budgets as well as research funding and grant applications.
- Monitor and reconcile accounts; approve expenditures within established guidelines.
- Process purchases using MMP.
Communication & Stakeholder Engagement
- Act as a liaison between the unit and internal/external parties to provide assistance or information and prepare related reports.
- Provide a high level of customer service to partners, clients, and stakeholders, ensuring timely and professional responses.
- Establish and foster effective working relationships within the University and with external organizations by identifying needs and delivering support.
Administrative Information & Systems Support
- Compile statistics and data for inclusion in reports; update documentation both in print and online.
- Support CDSI initiatives, including but not limited to website updates, special projects, and the preparation of communication materials (e.g., PowerPoint presentations, brochures).
- Administer computer software licenses and administer distribution of hardware.
- Maintain space inventory and coordinate with facilities services on matters such as renovations, security, emergency response, and safety.
- Administer the physical resources of the unit or building in compliance with university and government regulations.
Other Qualifying Skills and/or Abilities
- Bilingual; excellent verbal and written communication skills, in both English and French.
- Demonstrated ability in using Microsoft 365 applications, including Power Automate, Word, Excel, Outlook, SharePoint, Access (web and desktop), Teams, and Zoom, as well as Envoke, and LinkedIn. Familiarity with Workday, BANNER (FIS), Minerva (FIS) and MMP are preferred.
- Demonstrated technological aptitude and ability to quickly learn and adapt to new software, digital tools, and administrative systems. Proven ability to support technology-enabled operations in an environment focused on computing, data science, artificial intelligence, and related initiatives.
- Strong planning, organizational, and time management skills; proven ability to prioritize, multi-task, and meet tight deadlines.
- Proven experience in planning and executing events.
- Experienced in reconciling accounts and assisting with the preparation of budgets.
- High level of discretion, initiative, and problem-solving ability; adaptable to change and fast-paced environments.
- Effective team player with the ability to work independently and build strong relationships with internal and external stakeholders.
- Meticulous attention to detail; capable of taking accurate meeting minutes and ensuring timely follow-up on action items.
- Demonstrated knowledge and understanding of university regulations, policies, and procedures is a strong asset.
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Benefits
As one of Montreal's Top Employers, here is what we offer:
- 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
Employment Requirements
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 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Job Details
Minimum Education and Experience:
- DEC III 3 Years Related Experience
Salary:
- (MUNACA Level H) $33.05 - $40.97
Hours per Week:
- 33.75 (Full time)
Supervisor:
- Associate Director, Strategic Operations and Research
Position End Date (If applicable):
- 2027-08-04
Deadline to Apply:
- 2026-08-20
Equity and Diversity Statement
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.
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