McGill University
Administrative Officer
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Faculty of Science
Computational & Data Systems Institute (CDSI)
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.
Reporting to the Associate Director, Strategic Operations and Research, the incumbent will provide efficient and effective administration to the Computational & Data Systems Institute (CDSI), Faculty of Science in support of research and administration, in accordance with the CDSI’s goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies. Support activities related to general administration including, but not limited to: finance, human resources, and physical resources. Develop administrative standards, practices and systems. Foster relationships with other units and external organizations.
Primary Responsibilities:
- Primary responsibility for the daily administrative operations of the CDSI.
- Plans, develops and implements administrative procedures, policies and processes that require complex analysis and decision-making and are in support of the CDSI’s goals and objectives and the overall mission of training, solutions and research and fostering engagement by the broader McGill community.
- Supervise and manage support and casual staff. Perform several HR functions, including workload allocation, performance management, conflict resolution and guiding and directing the team towards achieving organizational objectives.
- Acts as a key administrative resource to the Director and Associate Directors while working within a management team, including financial specialists, to enhance operations and standardization across units to optimize unit efficiencies. Acts as a liaison and point of contact between the Institute and Faculty and within the management team. Acts as a secondary resource for academic departments as needed, in an advisory capacity.
- Responsible for and oversees all academic and non-academic appointments, renewals and other related functions within the HRIS system.
- Advise and make recommendations to the Director and Associate Directors on issues within the portfolio: HR policies, performance, benefits, training, infrastructure and equipment, communications. Working within the management team, identify opportunities and efficiencies to support operations within the unit and across units.
- Oversee and manage the recruitment and hiring of all casual staff, including instructors, Learning Assistants and Research Assistants. Responsible for ensuring that all hiring complies with the provisions of collective agreements and University policies.
- Collect and analyze data and prepare Institutional annual report, in collaboration with the Communications Officer. Respond to requests for data and reports from Faculty/University administration.
- In conjunction with the management team specialists, responsible for budgetary monitoring, planning, reporting and year-end processes recommend budget allocations and practice sound financial management.
- Act as a general resource person and liaison on financial matters amongst faculty, staff and students. Advise on budget process and attempts to clarify University financial systems and procedures.
- Represent the Institute at meetings to provide input concerning financial and human resource affairs.
- Identify and participate in continuous improvement initiatives to maximize unit’s effectiveness, including recommend, develop, implement, and track new administrative procedures, policies and processes that support the strategic direction of CDSI, and to lead the Institute through significant change.
- Undertake special projects pending the needs of the Institute.
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Other Qualifying Skills and/or Abilities:
- Undergraduate degree required. Master’s degree in a related field is considered an asset.
- Bilingual; excellent verbal and written communication skills, in both English and French.
- Proven experience and knowledge of university administrative and academic policies, procedures and processes is considered an asset. Experienced managing in a unionized environment is also an asset.
- Demonstrated ability in establishing and maintaining positive and effective working relationships with both internal and external stakeholders.
- Proficiency with technology and a strong aptitude for using automation tools and technologies are essential.
- Proven ability to motivate and manage teams through transitions, with strong delegation skills.
- High level of interpersonal and communication skills, essential for effectively guiding and managing teams.
- Extensive experience in budget management and financial oversight.
- Ability to work independently and collaboratively, fostering a team-oriented environment.
- Strong problem-solving and organizational skills, with the ability to take initiative, implement process improvements effectively and think creatively.
- Skilled in handling challenging situations with tact, diplomacy, and resourcefulness.
- Excellent time management skills, with a proven ability to prioritize tasks, work under pressure, and meet deadlines in a rapidly changing environment.
- Demonstrated ability to research, summarize, and present information effectively, both verbally and in writing, with strong attention to detail.
- Meticulous in documenting follow-up actions regarding ongoing files.
- Proficiency in using MS Office (Word, Excel, PowerPoint, Outlook), Minerva, Banner and Workday.
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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
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.
Minimum Education and Experience:
- Bachelor's Degree
- 3 Years Related Experience
Annual Salary:
- (MPEX Grade 04) $66,190.00 - $82,740.00 - $99,290.00
Job Profile:
- MPEX-ADM2A - General Administration - Professional 2
Hours per Week:
- 33.75 (Full time)
Supervisor:
- Associate Director, Strategic Operations and Research
Position End Date (If applicable):
- 2027-08-10
Deadline to Apply:
- 2026-08-25
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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