Position summary:
We invite applications for an Outreach and Inreach Program Administrator at the Trottier Space Institute at McGill (TSI). TSI is an interdisciplinary research centre within McGill University consisting of 20 affiliated faculty members from the Departments of Physics, Earth and Planetary Sciences, Atmospheric and Oceanic Sciences, and Natural Resource Sciences at McGill (see http://tsi.mcgill.ca). Research topics include (but are not limited to) astrophysics, cosmology, astrobiology, geophysics, life in extreme environments,
and the search for extraterrestrial biosignatures.
We seek strong candidates for an Outreach and Inreach Program Administrator. The successful candidate will take a leadership role in TSI’s public outreach and education activities. Additionally, they will support existing inreach activities and develop new ones that build connections and foster community between TSI members, encouraging interactions and providing professional development activities. They will also ensure that activities of the Institute align with its mission, including working to foster a diverse and equitable environment for its members.
Other qualifying skills and/or abilities:
- Strong organizational, priority-setting, problem-solving, communication skills.
- Able to work effectively both autonomously and as part of a team.
- Demonstrated ability to prioritize, multitask and meet deadlines.
- Event organization/planning skills and experience.
- Client–focused and service-oriented, with a proven ability to interact with people at all levels, including students, academic staff and staff.
- Proficiency in Microsoft Suite and social media for professional and promotional use (e.g., Instagram).
- A graduate degree in a relevant field is considered at asset.
- French, spoken & written is considered an asset.
Minimum Education and Experience
Bachelor’s degree or higher
McGill University is committed to diversity and equity within its community. We welcome applications from all suitable candidates including women, Indigenous persons, persons with disabilities, racialized people/visible minorities, ethnic minorities, 2SLGBTQIA* people (sexual orientation and/or gender identity minorities), and others who may contribute to diversification.
Interested candidates should send a statement of interest (max 1 page), detailed CV, and the names and contact information of three potential referees (who will be contacted only if the candidate makes our short list), all bundled in one pdf and addressed to the TSI director Prof. Victoria Kaspi at maxime.mutombo@mcgill.ca with subject line “TSI Outreach and Inreach Program Administrator” Applications will be reviewed starting June 1 2025 and will continue until the position is filled.
Further job details:
Coordination of Inreach Activities:
- Develop, organize, and lead activities that encourage research and other interactions between TSI members at faculty, postdoc and graduate student levels. Examples are the Monday lunch talks, the annual TSI Jamboree, and the weekly education discussion. To enable this, the coordinator should be aware and stay up-to-date on the different research activities carried out within TSI.
- Assist with TSI’s seminar series. Serve on the TSI Seminar committee, and act as resource person for the committee in collaboration with the TSI Administrative Assistant. Develop and implement a system to solicit speaker suggestions, solicit suggestions from TSI members.
- Assess needs for professional development activities for TSI students, postdocs, and faculty, and identify existing programs within the University, or develop new activities. Examples are press interview workshops, open access publications, and equity workshops.
- Organize and coordinate the summer program for undergraduate research students, including professional development and soft skills workshops. This includes setting up the schedule and program, recruiting postdocs to help facilitate sessions, running and moderating sessions, presenting at sessions (where appropriate), being the primary point of contact for summer students, and organizing the research showcase at the end of the summer.
- Run the competition for TSI Summer Undergraduate Research Awards, including drafting and posting the call for proposals and application form, preparing advertising, recruiting selection committee, running info sessions, managing inquiries, collating application data, setting up a system for evaluating applications, contacting recipients, etc.
- Serve as TSI’s liaison for prospective graduate student visit day. Interface with Graduate Program Coordinators and Graduate Program Directors in Departments to determine which students have been accepted, and communicate with prospective students about the visit day. Organize the schedule and develop activities for the visit day, including events within the University, scheduling meetings with faculty members. On the day, moderate activities (including presenting at various activities), act as primary guide, and contact for students.
- Develop new policies & programs for TSI that aid in fulfilling TSI’s mission and vision. Recent examples include: Outreach Seed Funding Policy, TSI Summer Undergrad Awards.
- Foster collaborations and partnerships with internal and external stakeholders to further the mission and vision of TSI. Internal collaborations include: Physics EDI committee, Physics Outreach committee, Faculty of Science SECC, Faculty of Science Outreach. External collaborations include: iREX, CRAQ, CIERA Institute, and the IAU Outreach Committee.
- Assist the TSI Fellowship committee in developing and implementing the policy under which student fellowships are distributed, including contacting TSI faculty members to find out which students are eligible, tracking amounts awarded, and liaising with the Graduate Program Coordinators in member departments.
Coordination of Outreach Activities:
- Oversee TSI’s outreach activities, including the supervision of a graduate student Outreach Coordinator. These include leadership in regular events such as the public talk series and Astro on Tap, as well as collaboration with other outreach events for the university and external stakeholders (e.g., Eureka, 24 hrs of Science, AstroFest, Space Week, McGill Physics Hackathon, etc.)
- Plan and develop new outreach activities that serve different audiences
- Serve as a member of the TSI & Physics Outreach Committee, including participating in planning of new outreach events and initiatives. Interface with outreach committees in other TSI member departments.
- Develop ways to promote TSI’s research activities, such as video highlights featuring TSI researchers, or a blog on the TSI website, and solicit content. Use these as opportunities for professional development for grad students and postdocs, e.g. to practise writing for the public.
- Keep track of all outreach activities, volunteers, for reporting purposes.
- Oversee TSI social media activities & manage social media presence. Create content for the TSI’s social media presence (e.g., Instagram), such as video highlights of TSI research.
- Serve as the first point of contact for press inquiries and interface with the McGill Media Relations Office
- Liaise with McGill University Advancement Office, supplying materials for fundraising campaigns.
- Liaise with external outreach efforts, both within the university (e.g., Branches, Explore STEM) or outside the university (e.g., iREx and CRAQ)
Coordination of EDI
- Gather data to monitor diversity and inclusivity, e.g. climate surveys, data on gender diversity amongst TSI members.
- Develop and implement best practices to create a more diverse and equitable environment and culture within TSI, such as during the selection progress for TSI Postdoctoral Fellows
- Liaise with relevant committees at department, faculty, and university level.
- Serve on the Physics EDI committee.
