Administrative Coordinator - People and Culture (Research Institute)

Research Institute of the McGill University Health Centre; Montreal; On-site; CAD 45,000 - 60,000; Full time

Job summary

The Research Institute of the McGill University Health Centre seeks an Administrative Support professional to assist the Director and coordinate various administrative tasks. This role involves managing events, supervising reception, and supporting budget-related duties, requiring strong bilingual communication skills and a DEC in Administration or a related field.

Qualifications

• 3 to 5 years of work experience in administration.
• Ability to create online and hybrid events via Teams and Zoom.
• Demonstrates initiative, resourcefulness, and autonomy.

Responsibilities

• Provides administrative assistance to the Director.
• Coordinates events and meetings for the division.
• Supervises reception operations and staff.

Skills

Excellent French

Excellent English

Microsoft Office Suite

Communication skills

Interpersonal skills

Critical thinking

Attention to detail

Education

Diploma of College Studies (DEC)

Bachelor's degree in a related field

Job description

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference!

Job Description

RESEARCH INSTITUTE OF THE MUHC

The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position summary

Reporting to the Director, People and Culture, the incumbent’s responsibilities include providing administrative support to the Director, as well as to other sectors of the division, and assisting with budget-related tasks, coordinating events and meetings, supervising the reception operations and staff, among others.

General Duties

• Provides administrative assistance to the Director in coordinating agenda and appointments and meetings,
• Acts as secretary to committees, prepares documentation and presentations for meetings, takes minutes, coordinates meetings, etc.,
• Takes part in coordinating, planning and organizing events varying in nature for the division, books rooms and communicates with partners when needed,
• Directly supervises the Glen and Guy reception operations and staff (1 employee),
• Drafts and translates communications, memos and reports, posts and edits content on the RI Portal (intranet) or website in both French and English,
• Acts as Chair of RI Community Engagement Committee,
• Performs financial tasks for the division : prepares payment and purchase requisitions, keeps track of invoices and payments, saves invoices and budget-related documentation for budget monitoring, monitors accounts and reviews statements, reviews periodical budgetary reports, organizes and manages budget data, etc.,
• Assists the talent acquisition team with sending CVs to hiring managers, reviewing job posting content to ensure proper translation, posts job ads on recruitment platform, etc.,
• Provides support with regards to training law requirements (Bill 90), email follow-ups, data entry, etc.,
• Provides support to the equity, diversity and inclusion, and environmental health & safety teams upon request,
• Performs any other administrative duties and takes part in any other project as assigned by the immediate superior.

Website of the organization

Education / Experience

Education : Diploma of College Studies (DEC)

Field of Study : Administration or related field

Other education considered an asset for this position : bachelor’s degree in a related field

Work Experience : 3 to 5 years

Required Skills

• Excellent French and English, spoken and written,
• Excellent knowledge of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, etc.) and Adobe,
• Ability to create online and hybrid events via Teams and Zoom and manage them,
• Excellent communication and interpersonal skills,
• Ability to work independently or with teams with minimum supervision,
• Exhibits great interpersonal skills and ability to multitask,
• Demonstrates an attitude which communicates support to other departments and colleagues,
• Responds in a professional, courteous and helpful manner,
• Initiative, resourcefulness, autonomy and ability to handle non-routine matters,
• Applies sound judgment,
• Demonstrates attention to detail,
• Ability to adapt quickly in an environment continuously evolving,
• Critical thinking and analytical skills are employed to identify issues and foster problem-solving and conflict resolution,
• Ability to display a high degree of discretion in dealing with confidential information.

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