Administrative Officer

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Founded in 2013, the Ludmer Centre is a unique collaboration between three major research institutions: the Douglas Mental Health University Institute Research Centre (The Douglas), the Jewish General Hospital’s Lady Davis Institute for Medical Research (JGH/LDI), and McGill University’s Montreal Neurological Institute and Hospital (The Neuro). Its mission is to integrate innovative computational infrastructure, big data, and transdisciplinary expertise to advance research on normal and abnormal brain development, neurological disorders, and mental illness. The Centre’s work is organized across three complementary research pillars: Bioinformatics & Statistical Genetics, Neuroimaging & Neuroinformatics, and Functional Genomics & Epigenetics.

Summary

Under the supervision of the Scientific Director, the Administrative Officer contributes to the Ludmer Centre’s mission and strategic objectives in collaboration with McGill University Advancement (UA) and the Ludmer Centre Communications & Fundraising Group. Manages business operations, such as finance, budget, communication, events and fundraising activities and provides administrative and support the Centre’s research priorities.

Responsibilities and tasks

Administrative

• Manage business operations of the Centre, ensuring efficient functioning, problem‑solving, and continuity of activities, while providing administrative support to the Scientific Director.

• Deliver effective and efficient administration aligned with the Centre’s goals and McGill University’s mission and culture.

• Prepare annual reports, synthesizing scientific progress, financial summaries, and strategic milestones. These include annual McGill Centre narrative and financial reports, annual 5-year financial projections, strategic plans, committee minutes/agenda.

• Ensure accurate and timely reporting to the Executive Committee from researchers receiving Ludmer Centre funding or salary support.

• Oversee the design, launch, and administer internal funding programs, including competitive seed‑funding and trainee funding competitions. This includes:

• Manage annual funding competitions (call-for-applications and review process implementation/oversight, to post‑award administration).

• Review and ensure reporting compliance for all researchers receiving internal Centre funding.

Fundraising  

• In collaboration with the Scientific Director and partners and with support from the Communications officer, identify Ludmer Centre-led research activities with potential funding opportunities; prepare funding briefs, case statements and tailored proposals to support philanthropic fundraising efforts; outreach, promote and help attract new sources of support and funding.

• With support from the Communications officer, conduct outreach, promotion, and engagement to attract new sources of support—philanthropic, governmental, corporate, or via strategic partnerships.

Communications and events  

• With support from the Communications officer, coordinate communication across all Center members including faculty, staff, and trainees, to advance the center’s vision.

• Strengthen collaboration across geographically distributed teams by implementing mechanisms that enhance interaction across sites and research groups :

• Plan and execute the Center’s annual symposium, including program development (in collaboration with the Ludmer scientists), speaker coordination, logistics, and onsite management.

• Organize annual/semi-annual in‑person retreats for Center members, including programming, logistics, and actively encouraging participation.

• Support scientific communication and outreach, drafting, editing, and shaping materials that communicate the Centre’s research to broad audiences, in collaboration with the Communications Officer.

Qualifications and skills

Bachelor’s degree in administration, management, communications, or a related field or an advanced scientific degree (e.g., MSc or PhD) combined with 3–5 years of relevant administrative or research coordination experience. Experience in a research or academic environment is an asset.

Strong operational and organizational abilities, with demonstrated capacity to manage day‑to‑day centre operations, competing priorities, and administrative workflows. Excellent written and verbal communication skills, including experience preparing reports, funding proposals, and scientific content for diverse audiences. Experience in research administration, internal funding competitions, compliance monitoring, and collaboration with faculty and research teams.

Ability to support fundraising initiatives by preparing briefs, case statements, and engaging with potential donors or partners. Proven event‑planning experience, including coordination of scientific symposia, retreats, workshops, and multi‑stakeholder logistics. Strong interpersonal skills; collaborative, proactive, detail‑oriented, and comfortable working with distributed teams and multiple stakeholders. Bilingualism (French and English).

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 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

Bachelor's Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 04) $64,770.00 - $80,960.00 - $97,150.00

Job Profile:

MPEX-ADM2A - General Administration - Professional 2

Hours per Week:

33.75 (Full time)

Supervisor:

Executive Director (Faculty of Medicine and Health Sciences))

Position End Date (If applicable):

2027-03-22

Deadline to Apply:

2026-04-07

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, [email protected].