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Position Summary:
Under the supervision of the Academic Affairs Officer in the Dean's Office, the Academic Affairs Administrator provides guidance and support to academic staff, academic leaders, and administrative staff across the Faculty to facilitate the recruitment and ongoing support of academic staff throughout all stages of their careers. The incumbent also collaborates with partners across the University to identify and implement best practices and standardize services across all ASCs, ensuring consistency, equity, compliance, and excellence in service delivery.
Primary Responsibilities:
- Guide and provide support to faculty members and administrative staff with respect to the interpretation and application of university regulations, academic policies and procedures and collective agreements governing the entire academic lifecycle.
- Review, evaluate and troubleshoot complex requests, and provide guidance on confidential matters including; academic recruitment process, academic appointments, compensation, leaves, employment changes, termination, retirement and other issues related to academic positions.
- Foster and maintain excellent working relationships with stakeholders.
- Communicate and collaborate with the ASCs and the Academic Personnel Office (APO) to ensure that standards are met, and that information and record-keeping is complete, consistent, and transparent to all.
- Monitor and initiate academic appointments, reappointments, and costing allocations for personal support awards, salaries, and stipends, according to policies and procedures.
- Assist with the annual academic salary policy exercise, the review of sabbatical requests and applications for promotions to full professor. Provide information to administrators and faculty members on eligibility requirements and application process, and review submissions for completeness and compliance with applicable policies and procedures.
- Contribute to the seamless operation of the Dean’s Office by providing administrative support, coordinating logistics, maintaining records, and serving as backup coverage as required.
- Perform other related duties as required. This position may be required to move from one area to another from time to time for leave replacements, special projects, and to address increases in workload.
Other Qualifying Skills and/or Abilities:
Strong analytical, organizational, and communication skills, with the ability to interpret and apply policies, procedures, collective agreements, and regulatory requirements while exercising sound judgment and ensuring compliance. Demonstrated ability to manage competing priorities, coordinate schedules and meetings, review complex documentation with accuracy, and provide clear guidance to diverse stakeholders in a fast-paced environment. Proficient in Microsoft Office (Word, Excel, and Outlook), bilingual in English and French, and knowledge of McGill systems including Banner (FIS), Minerva, Workday, and MMP an asset.
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 # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Annual Salary:
Job Profile:
MPEX-HRM1G - Academic Affairs - Professional 1 (Excluded)Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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].
Skills Required
- DEC III education
- Three years of related experience
- Proficiency with Microsoft Office, including Word, Excel, and Outlook
- Bilingual proficiency in English and French
- Strong analytical, organizational, and communication skills
- Ability to interpret and apply policies, procedures, collective agreements, and regulatory requirements
- Ability to manage competing priorities and coordinate schedules and meetings
- Knowledge of Banner, Minerva, Workday, and MMP
- Authorization to work in Canada and willingness to work in Quebec
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
