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University Advancement (UA) promotes McGill to its global community and to the public, engaging alumni, volunteers and friends of the University, and building on McGill’s record of fundraising success in support of University priorities.
By joining UA, you can be part of a dynamic and exciting team of professionals that is making an extraordinary impact on the world by advancing the philanthropic and engagement ambitions of McGill University.
To find out more about UA, please visit us at www.mcgill.ca/advancement/ua-careers .
Position Summary:
Under the direction of the Manager Administrative Services, provides effective, efficient and executive administration in support of the Vice-Principal, University Advancement, in accordance with the unit’s goals and objectives, while ensuring coherence with the University’s mission and culture. Develops administrative standards, practices and systems. Plans, develops and implements administrative processes and policies. Provides a liaison function with other units and external organizations as they relate to the office of the VP, University Advancement.
Primary Responsibilities:
Effectively manage the VP’s schedule and organize their time as required, based on an in-depth understanding of the VP’s and the unit’s priorities, the urgency of the requests, the political landscape, and the availability and preference of the VP and other parties concerned.
Manage all incoming internal and external requests for the VP’s time while ensuring that organizational priorities are always being maintained. This includes managing requests from high level donors, the Principal’s Office, the Provost’s Office and from the offices of the VPs in other units, Deans, Professors and UA senior management.
Anticipate needs and proactively research and secure information to ensure that the VP is adequately prepared in advance of his commitments and has all information and documentation required to operate effectively. This includes information on scheduling, logistics, invitations, materials, minutes, agendas, briefings and speaking notes.
Oversee the logistics of the VPs conference-related travel.
Organize, prioritize and follow up on documents needed, indicating required responses or actions to be taken as appropriate.
Support rigorous strategic plan rollout, monitoring and status updates.
Assess and resolve administrative problems related to the VP’s schedule. When appropriate, inform supervisor and formulate recommendations. Participate in calendar reviews with the VP.
Draft and send complex communications on behalf of the VP. This requires insight into, and understanding of, UA priorities and challenges.
Review, prioritize, organize, track and follow up on documents for VP’s signature including legal agreements (MOAs, LOIs, deeds).
Establish and foster strong internal and external working relationships by identifying needs and providing support in the delivery of services.
Participate in the Governance Reporting process by ensuring the VP’s time is secured for the pertinent Committee meetings and following-up on the required documents.
Provides functional supervision of clerical staff
Maintain a high level of accountability and a high degree of discretion and confidentiality.
Assist with the conceptualization, development and planning of special events, such as UA Town Hall meetings; provide input on content and structure of such events.
Perform certain functions of the Administrator in their absence that fall within the scope of the Administrator, OVP role.
Manage and track VP’s expense reports.
Undertake special projects as required.
Other Qualifying Skills And/Or Abilities:
Bachelor’s Degree preferred, master’s degree an asset.
Seasoned executive administrator, with a proven ability to manage a complex, multi-faceted calendar.
Advanced problem solving, priority setting, analytical and organizational skills. Highly proficient in a PC environment, using MS Office and client-server database.
Ability to work in a fast-paced environment, work multiple projects within the same timeframe, highly efficient and adaptable in ever-changing circumstances.
Proven high-level of attention to detail.
Client-focused, with excellent interpersonal skills and savvy.
Proven ability to work autonomously and as part of a team including senior executives, senior university administrators and prominent donors/volunteers. Must be tenacious, results-driven and a self-starter.
Previous experience working with senior management in a university advancement environment is an asset.
Excellent spoken and written communications skills in English and French.
Additional Information:
Testing may be administered.
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
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.
Minimum Education and Experience:
Annual Salary:
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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.