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Faculty of Science

Atmospheric and Oceanic Sciences (AOS)

Position Summary:
Reporting to the Research Director, the Administrative Coordinator (AC) will be responsible for providing administrative support for atmospheric research projects. The AC will assist in organizing events, monitoring budget and compiling reports, to ensure the smooth functioning of the research, academic and service activities.

Additional Information:

This position is paid from research funds.

Part-time: 18hrs/week.

Contract until March 2027.

Major Responsibilities:

• Schedule regular meetings with team members at different universities. This includes contacting participants, booking meeting rooms, assisting with the preparation of meeting agendas and documentation, taking minutes and following up on action items.

• Organize annual workshops and coordinate the logistics such as venue renting, participant invitations, catering, travel and hotel bookings, and related accommodations.

• Compile reports to funding agencies, by collecting and editing inputs from all team members. Ensure that the information is complete and coordinate submissions.

• Monitor budget and spending. Reconcile accounts and statements, identify discrepancies and errors, and follow up on problems.

• Assist with accounting functions, such as processing purchase orders and preparing and/or reviewing expense reports for the research team members. Ensure completeness of documents by following up on missing documentation.

• Collect information and edit contents to update the project’s website and post on a social media platforms.

Qualifying Skills and/or Abilities:

• Bilingual; excellent verbal and written communication skills, in both English and French.

• Knowledge of atmospheric and oceanic sciences is an asset.

• Excellent problem-solving, prioritizing, and organizational skills, with a demonstrated ability to multi-task, take initiative, meet deadlines, and work autonomously.

• Ability to clearly transmit and receive information as well as strong interpersonal skills for communicating with researchers, faculty members and their collaborators.

• Knowledge of accounting principles related to research grants.

• Experience in reconciliation of accounts, expense reports and processing purchase orders.

• Accuracy, attention to detail and resourcefulness.

• Proven ability to draft correspondence, proofread and edit text to prepare high-quality documents.

• Event organization/planning skills and experience; as well as scheduling committee meetings.

• Proven ability to work independently and as part of a team.

• Experience in maintaining websites.

• High level proficiency with MS Office Suite (PowerPoint, Word, Excel, Outlook), Adobe PDF and social media platforms (e.g., Facebook and X).  

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.