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Faculty of Science

Department of Physics

1-year contract.

Position Summary:
Under the direction of the Trottier Space Institute’s (TSI) Director, the Inreach and Outreach Program Administrator plays a key role in assisting in the smooth operations and programs of the Trottier Space Institute. The incumbent participates in the development, implementation and running of new and existing inreach activities to build connections and encourage collaborations between TSI researchers and professional development activities for TSI members.  The incumbent will provide support and awareness in the TSI’s role in public outreach and education activities and ensure that the activities of the Institute align with its mission.
 

Responsibilities

General Coordination of TSI Activities:

Reporting

Help prepare the TSI Annual Report. Track, gather and collate data on TSI inreach and outreach activities. Write descriptions of inreach and outreach activities, and other text as needed. Format for distribution.

Present findings at annual Board Meeting.

Budget & Finance

Assist in preparing the inreach and outreach portions of the TSI budget, reviewing expenses, and requesting fund reports.

Assist the TSI Director in seeking funding sources for TSI inreach and outreach activities and in collating information for proposals.

Ensures all inreach and outreach expenses are monitored throughout the year.

Coordination of Inreach Activities

Assists in the development, organization and leading of activities that encourage research and other interactions between TSI members at faculty, postdoc and graduate student levels.

Organize TSI’s seminar series, workshops and conferences.

Administer and monitor expenses related to seminar activities. 

Serve on the TSI Seminar committee and act as resource person for the committee.

Assess needs for professional development activities for TSI students, postdocs, faculty, and identify existing programs within the University and/or assist in developing new activities (press interview workshops, open access publications, and equity workshops)

Organize and administer the summer program for undergraduate research students, as funding permits, including professional development and soft skills workshops (set up of schedule and program, recruiting postdocs to help facilitate sessions, running and moderating sessions, presenting at sessions, primary point of contact for summer students and organizing the research showcase)

Administer TSI Summer Undergraduate Research Awards competition as funding permits, including drafting and posting the call for proposals and application form, preparing advertising, recruiting selection committee, running info sessions, handling inquiries, collating application data, system configuration for evaluating applications, contacting recipients, etc.

Administer and ensure the smooth organization of annual prospective graduate student visit day.

Schedule and develop activities for visit day, including events within the University, scheduling meetings, assist with accommodations and travel. Act as primary guide and resource person for student.

Assist in developing methods to assess the effectiveness of inreach activities.

Participate in the development of new policies & programs for TSI that aid in fulfilling TSI’s mission and vision.

Foster collaborations and partnerships with internal and external stakeholders to further the mission and vision of TSI.

Administration of Outreach Activities

Oversee AstroMcGill’s regular outreach activities, with assistance from the AstroMcGill Coordinator, which include monthly public lectures, trivia nights, and Astronomy on Tap.

Organize other outreach events for university and external stakeholders (Eureka, 24hrs of Science, AstroFest, Space Week, talk, panels, etc)

Assist in the planning and development of new outreach.

Serve as a member of the AstroMcGill steering committee, including participating in planning of new outreach events and initiatives.

Promote TSI’s research activities, such as video highlights featuring TSI researchers, blog on the TSI website, and solicit content.

Maintain a list of events and seminars, awards and any news items. Advertise via posters and weekly emails to TSI members.  

Oversee TSI social media activities, maintain social media presence and create content (Twitter, Facebook and others).

Collaborate with outreach committees in the unit and other departments

Serve as primary resource person for press or other related inquiries and liaise with the McGill Media Relations Office and McGill Development Office.

Administration of Equity, Diversity and Inclusion (EDI)

Gather data to monitor diversity and inclusivity (e.g. climate surveys, data on gender diversity amongst TSI members).

Assist in the development and implementation of best practices to create a more diverse and equitable environment and culture within TSI.

Liaise with relevant committees at department, faculty, and university level.

Other Qualifying Skills and/or Abilities

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

Enthusiasm for astronomy and science education, with a passion for engaging youth and the public with space-related activities.

Strong planning and time management skills; proven ability to prioritize, multi-task, and meet tight deadlines.

Able to work effectively both autonomously and as part of a team.

Proven experience and strong organizational skills in planning and executing events; including event logistics, communications, and partnerships with internal and external stakeholders.

Client–focused and service-oriented, with a proven ability to interact with people at all levels, including students, academic staff and staff.

Strong public speaking skills and experience in delivering engaging science presentations or interactive events for diverse audiences.

Experienced in tracking program expenses, assisting with the preparation of budgets and reporting.

Experience in maintaining websites an asset.

Familiarity with equity, diversity, and inclusion (EDI) practices, including organizing discussion groups, monitoring diversity metrics, and supporting inclusive programming.

Proficiency in social media for professional and promotional use (Twitter, Facebook, etc.).

Demonstrated ability in using Microsoft Office Suites (Word, Excel, Outlook, SharePoint, Access – web and desktop), Envoke, Teams, Zoom, Slack.

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:

DEC III 3 Years Related Experience /

Hourly Salary:

(MUNACA Level H) $33.05 - $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Professor

Position End Date (If applicable):

2026-09-01

Deadline to Apply:

2025-08-26

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.