Please refer to the How to Apply for a Job (for External Candidates)job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).
Position Summary/Description
The Grants Administrator (GA) in the Office of Sponsored Research (OSR) supports OSR Officers and Leadership in the delivery of funding agency applications from the pre-award process and through the post-award phase. The GA administers and monitors activities related to sponsored research opportunities and contracts by reviewing these at the pre-award stage for completeness and compliance with funding agencies’ regulations, by liaising with researchers, their Department Chairs, external funding agencies, and internal McGill units as required (Legal Services, Finance…) to complete files prior to signature. The Grant Administrator ensures that activities are performed in accordance with all University, funding agency and governing bodies’ policies and procedures and ensures that all information in both paper and data files is complete, correct, and up to date. In addition, the Grant Administrator obtains and updates information on faculty/department/unit research activities and priorities.
Main Responsibilities:
- Process, administer, and monitor sponsored research applications by reviewing applications and other forms and ensuring they are complete.
- Follow up with appropriate internal or external sources as needed to complete all submission or other requirements.
- Provide information of a moderately complex nature on policies, rules, and requirements to researchers or others as required.
- Regularly confer with OSR Officers in order to highlight problems with applications and recommend solutions within scope of responsibility.
- Follow up on review and negotiation of grant agreements as required by OSR Officers and Leadership.
- Responsible for drafting/modifying various letters related to applications, agreements, consortiums, letter of intent (LOI), etc. as required by OSR Officers.
- Support OSR Officers in drafting announcements of funding opportunities eligible for McGill researchers. Ensure diffusion of information to the research community about new and/or upcoming funding opportunities. Maintain up-to-date information on sponsored research opportunities as required.
- Update OSR webpages, guides, tables, and other reference materials in support of McGill researchers applying for and administering of research funding.
- Input and ensure the correctness of data into appropriate software systems. Generate reports on research activities using database software.
- Attend meetings and assist in planning and running departmental events. Administer support (i.e., schedule, printing, booking, logistics, etc.) for site visits, info sessions, and other events organized/handled by OSR.
- Work closely with the OSR Officers in the preparation of briefing materials as required.
- Collaborate with Awards Management and Data Management teams on the process of the opening/renewal/revision of Research Funds administered by the University in order to ensure compliance with all internal and external regulations for proper financial accountability and reporting.
- Identify and escalate non-compliant files to supervisors as required.
Other Qualifying Skills and/or Abilities
- Very strong attention to detail and demonstrated ability to apply funding agency rules, policies, and deadlines.
- Ability to prioritize tasks, meet deadlines, and oversee multiple projects simultaneously. Ability to work independently and within cross-functional teams engaging people from multiple areas within McGill and funding agencies.
- Excellent written and verbal communication skills in both English and French.
- Full knowledge of standard office software.
- Must be able to function at a high level of responsiveness and effectiveness within a complex, fast-paced office environment.
- Must have excellent customer service skills in order to ensure the highest level of service to the research community.
- Must be able to oversee multiple files simultaneously and efficiently within tight timeframes.
- Must have excellent communication skills – both verbal and written – in order to explain requirements and obtain information to internal and external stakeholders.
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 # 3 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
(MUNACA Level H) $33.05 - $40.97
33.75 (Full time)
Research Admin Officer
Position End Date (If applicable):
2025-06-26
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.
