Job Description

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Position Summary:
Under the supervision of the Human Resources Advisor of the Faculty of Dental Medicine and Oral Health Sciences, the Academic Affairs Administrator is responsible for the administration and transactions related to academic staff human resources processes. provides support to the Faculty and employees in the application of HR and Academic Personnel policies. Apply and administer Academic Affairs processes such as leave of absence, recruitment, transfers, promotions, salary changes, etc.) Provide assistance on human resources processes for administrative and support staff.
Primary Responsibilities:Assist the faculty administration and faculty members with regards to HR and Academic Personnel policies and their application. Provide information and inform the Dean and faculty members on policies and procedures and collective agreements concerning academic positions. Foster and maintain excellent working relationships with stakeholders. Communicate and collaborate with Human Resources and the Academic Personnel Office to ensure standards are met and record-keeping is complete, consistent, and transparent. Assist the Dean's office with academic recruitment including advertising, uploading recruitment dossiers, and administering hiring documentation. Prepare letters of offer ensuring that all University policies, procedures, and collective agreements are respected. Assist HR Advisor with all aspects of the academic salary review process. Assist with the recruitment of ranked, unranked and unionized academic staff. In some cases, identify position requirements, draft job descriptions and postings, assist in interviews and selection. Prepare letters of offer and participate in onboarding and orienting new employees, administer trial/probationary reviews. Process appointments and reappointments, salaries, and stipends, according to policies and procedures. Ensure effective processing of documentation pertaining to terminations, retirements, transfers, and leaves. Assist with exit interviews and the compilation of statistics for turnover reports. Assist in employee relations cases. Perform preliminary investigations to gather background information. Assist HR Advisor with continuous follow-up. Administer administrative processes for all leaves including medical and sabbatical leaves. Complete all required documentation. Produce and interpret statistics on leaves. Assist with the implementation of initiatives/programs/policies introduced by Faculty and Central units. Responsible for process of re-appointment, tenure and promotion of academic staff, help define the criteria for promotion, provide information to the faculty members on procedures and collect necessary documents and forms. Responsible for the recruitment process for tenure-track and contract academic staff; assist and inform search committees on procedures. Ensure that all deadlines are respected and maintain first-point of contact with Departmental Tenure Committee (DTC) members, University Tenure Committee (UTC) members and Secretariat. All other related tasks as per unit priorities. Serve as back up for the HR Administrator as needed.

Other Qualifying Skills:Experience working in academic affairs and or human resources and or in a research or medical environment is an asset. 3 years of related experience. Excellent interpersonal skills to establish and maintain effective working relationships with stakeholders at all levels. Client-focused with strong problem-solving, priority-setting, and organizational skills. Ability to manage and respect competing deadlines and to adapt to changing circumstances. Proven attention to detail and analytical skills to understand, interpret and apply complex academic policies and procedures. Autonomy, initiative, and a collaborative approach. Comfortable in a changing environment, flexibility, and adaptability. Comfortable using Microsoft Office tools for word-processing, spreadsheets and presentations and databases including Workday. Demonstrated spoken and written communication skills in English and French.


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 (qualifier) 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 /
Annual Salary:
(MPEX Grade 03) $61,990.00 - $72,930.00 - $83,870.00
Job Profile:
MPEX-HRM1G - Academic Affairs - Professional 1 (Excluded)
Hours per Week:
33.75 (Full time)
Supervisor:
Human Resources Advisor
Position End Date (If applicable):
Deadline to Apply:
2025-10-23McGill 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.