Administrative & Communications Assistant

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Hiring Unit: Office of the Vice-President (Research and Innovation), Healthy Brains, Healthy Lives (HBHL)

Position Summary:

Under the direction of the immediate supervisor, the incumbent may perform some or all of the listed general administration and communications functions.

Primary responsibilities:

• Responsibility for administrative and logistical matters with respect to HBHL meetings with both internal and external stakeholders. This includes setting up agenda files as necessary and collating other briefing materials that may be relevant.
• Responsible for identifying and maintaining a list of open agenda topics to bring forward to the appropriate meetings for discussion and decision, with the necessary supporting documentation.
• Prepare and edit short news, newsletters, targeted emails and other communication materials that highlight the HBHL activities.
• Coordinate and maintain HBHL’s digital presence, including social media channels and website content.
• Support the planning and coordination of events and workshops, act as a resource person to resolve issues that may arise during planning, scheduling and events and assist with catering coordination and expense claims.

HBHL Symposium 2025:

• Act as a resource person during the HBHL Trainee Committee’s preparations for HBHL Symposium 2025.
• Assist in coordinating student talks and poster sessions and ensure continuous communications between the HBHL Trainee Committee and the HBHL staff.
• Edit and format scientific abstracts for poster presentation at the HBHL Symposium 2025.

Other Qualifying Skills and/or Abilities

• Attention to details and strong organizational skills.
• Ability to work independently and as part of a team.
• Excellent verbal and written communication skills in English.
• Ability to manage multiple tasks and prioritize effectively.
• Bachelor’s Degree in a related field.

Note: McGill students preferred especially those with work study eligibility.

• This position requires a minimum time commitment of 15 hours a week in-person at the HBHL Office (1010 Sherbrooke St. O).
• The candidate must be available to attend the HBHL Symposium 2025 on May 6-7 (full day).

Contract Duration:

• Effective immediately until June 30, 2025 (possibility of renewing)

Hourly Rate:

• $25/hour.
• This is a casual position that will be paid hourly based on the time worked each week.

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:

High School Diploma 2 Years Related Experience

Hourly Salary:

(AMUSE C) $25.00

Estimated Number of Work Hours per Week:

15 (Part time)

Position Start Date:

2025-02-17

Position End Date:

2025-06-30

Deadline to Apply:

2025-02-24

This position is covered by the AMUSE collective agreement.

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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