Administrative Officer

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Position Summary:

Reporting to the Academic Director, the Administrative Officer manages the team’s administration, supports the development of the McGill Sustainability Park academic plan, and communicates with key stakeholders throughout the university.

Provides administrative support, including general administration, committee work, budgets, and organizing events/logistics to keep business operations running smoothly.   Research information, synthesizes and translates learnings from past and current sustainability initiatives.

Primary Responsibilities:

Executive & Administrative Support

Provides high-reliability administrative support to the Academic Director.

Research Support

•  Gathers information on best practices from leading universities and sustainability institutes globally (including the MSSI).
• Participate in the implementation of policies and new initiatives that support the strategic direction of the MSP.
• Write reports and proposals to support new initiatives and projects.
• Implement performance metrics to assess the impact of future MSP programs.
• Support the development of impact reports to internal and external stakeholders, highlighting research achievements and fund success.
• Serve as a point of contact for queries and requests for information from the MSP community and flag issues and opportunities with the Academic and Associate Directors.
• Prepare ad hoc needs rapid research scans, stakeholder backgrounders, last-minute brief preparation, and follow- up coordination.
• Capture key MSSI outputs, learnings, collaboration patterns, emerging research strengths, and partner opportunities in order to translate these into actionable MSP program concepts and priorities.
• Lead periodic reviews and evaluations of initiatives, ensuring they align with the strategic goals of the university.
• Support the development of impact reports to internal and external stakeholders, highlighting research achievements and fund success.

Operational Management

• Serve as a trusted operational point-person for the Academic Director’s ad hoc needs: rapid research scans, stakeholder backgrounders, last-minute brief preparation, and follow-up coordination.
• Support the development of routing protocols across the Provost Office, VP(RI), Advancement, Legal, Comms, and operational units to ensure timely escalation and adherence to institutional processes.
• Triage incoming requests and route them appropriately (to Senior Advisor, Research & Innovation, Comms, Advancement, or faculty contacts), ensuring fast turnaround and reducing bottlenecks.
• Track commitments made in meetings and ensure follow-through (nudges, reminders, and status updates) so momentum is sustained between planning cycles.
•  Administer logistics for events/visits hosted by the Academic Director (including VIP/partner visits).
• In conjunction with the Office of the Provost, support travel logistics and expense documentation (as applicable), working within institutional processes.
• Maintain an “office operating system” (intake forms, tracker hygiene, recurring reminders) to keep the Academic Director’s day-to-day running smoothly.
• Act as the primary point of contact for researchers, faculty, and staff, and external partners regarding ongoing projects and MSP related inquiries and issues.

Administrative Execution

• Responsible for planning and managing the calendar for the Academic Director, prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters.
• Organize recurring meetings, including room bookings/virtual links, attendance, and follow-ups.
• Prepare meeting materials (briefing notes, slide inputs, decision memos) and capture outcomes (minutes/action logs) with clear owners and deadlines.
• Draft, format, and route routine correspondence; maintain version control and approvals for key documents.
• Maintain orderly records management for the office: shared drives, trackers, decision logs, and archived materials.
•  Support research-related budgeting inputs: proposal budgets, light forecasting inputs, documentation readiness, and consistency between partner commitments and funded deliverables.
• Maintain high-level financial tracking for the research portfolio to support reporting and decision-making.

Other Qualifying Skills and/or Abilities

• Master’s degree or higher in a relevant field (e.g., research administration, finance, business management, or a related area).
• Minimum of 7-10 years of experience in an administrative or project coordination role, preferably within higher education or research institutions.
• Knack for taking initiative and executing on ideas
• Proven track record in research and grant administration.
• Strong understanding of academic research environments, funding mechanisms, and compliance requirements.
• Exceptional communication (oral and written), interpersonal skills.
• Demonstrated ability to develop strategic initiatives and partnerships.
• Excellent organizational skills, with the ability to manage multiple projects and priorities simultaneously.
• Strong analytical skills and attention to detail.

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 on a scale of 0-4.

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

Bachelor's Degree 3 Years Related Experience /

(MPEX Grade 04) $66,190.00 - $82,740.00 - $99,290.00

Job Profile:

MPEX-ADM2A - General Administration - Professional 2

33.75 (Full time)

Professor

2026-09-06