The Faculty of Medicine has aligned its financial and human resources activities into Administrative Excellence Centres (AECs). The mission of the AECs is to raise the bar of excellence in client service in the fields of human resources, finance and general management. Under the leadership of the Associate Director of Administration, the team is comprised of specialists responsible for planning implementing policies and procedures in its departments. The Academic Affairs Administrator is responsible for human resources activities related to academic staff.
Responsabilities and tasks
Support to the AEC team in the application of academic HR policies, ensuring consistency, equity and compliance across the Centre.
Guide the Associate Director, Chair, and faculty members on academic policies and procedures and collective agreements concerning academic positions. Foster and maintain excellent working relationships with stakeholders.
Communicate and collaborate with the Faculty Academic Affairs Office to ensure standards are met and record-keeping is complete, consistent and transparent.
Assist HR Advisor with academic recruitment including advertising, coordinating visits and talks, assembling recruitment dossiers for approvals, (including medical manpower and immigration) and administering hiring documentation. Prepare letters of offer ensuring that all University and Faculty policies, procedures and collective agreements are respected.
Assist with administration of promotion and tenure committees. Ensure documentation is complete and within deadlines. Develop systems to track tenure and promotion information, organize mid-point review for tenure track members. Ensure cohorts are aware of their responsibilities and follow through on them.
Process appointments and reappointments, salaries and stipends, according to policies and procedures. Ensure applications for sabbatical leaves are complete and submitted on time. Ensure effective processing of documentation pertaining to terminations, retirements and leaves.
Assist in the implementation of initiatives/programs/policies introduced by the Faculty and the Central APO.
Collaborate regularly with other HR and academic affairs managers to identify and implement best practices and standardize services across all AECs that ensures consistency, equity and compliance.
Qualifications and Skills
Experience working in a university or similar institutional environment. Knowledge and experience in advising on academic dossiers especially pertaining to hiring, promotions, immigration, salary policy and leaves. Demonstrated understanding and ability to advise on University regulations, policies and procedures affecting academic staff. Client focused, and service oriented with a proven ability to work with individuals at all levels and deal effectively and diplomatically in delicate situations. Proven ability to take initiative. Proven ability to use discretion in handling confidential and sensitive information. Superior organizational, communication and writing skills. Demonstrated problem-solving skills with a proven ability to multi-task and prioritize workload in order to meet strict deadlines. Demonstrated ability to work independently and within a team. Excellent attention to detail. English language skills (Advanced); French language skills (Intermediate or Advanced). Demonstrated ability to work in a PC environment using word processing software, spreadsheets, databases, and presentation software. Experience with Workday is an asset.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
(MPEX Grade 03) $51,190.00 - $76,770.00
Hours per Week:
33.75 (Full time)
Assoc Director Administration
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@example.com .