Job Description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary:
Reporting to the Director Strategy and Operations, the Administrative and HR Officer provides administrative support for human resources operations across Graduate and Postdoctoral Studies (GPS) and Interfaculty Studies (IFS). The role ensures the effective implementation of all HR processes and provides day-to-day guidance to staff and managers and supports compliance to University HR policies and procedures. Acting as a central point of contact for HR-related inquiries, the incumbent contributes to the smooth functioning of operational and academic HR activities within the unit.



Primary Responsibilities:Serve as the primary contact for GPS and IFS staff and managers for general HR inquiries related to recruitment, onboarding, benefits, payroll, leave management, and other HR operations. Develop, implement and control all operational activities related to HR processes, policies and procedures. Streamline and standardize all aspects of HR within and across GPS and IFS. Responsible for ensuring that all administrative and academic appointments, hires, job changes, contract renewals, status changes, terminations and other related functions within Workday for GPS and IFS are accurately processed and maintained. Disseminate HR policies and procedures to support staff and managers, ensuring they fully understand and properly implement them. Generate HR reports and compile workforce data to support operational planning and decision making. Liaise with central HR services to resolve issues and ensure completion of HR processes Provide information and make recommendations on academic affairs working closely with Academic Personnel Office, as it pertains to the Dean and Associate Deans of GPS, as well as Graduate Program Directors and Associate Graduate Program Directors in IFS. Oversee all aspects of the recruitment cycle including reviewing needs, drafting of job descriptions and postings and ensuring adherence to human resources policies and procedures. Develop and maintain onboarding processes and toolkits to ensure smooth integration of new employees. Provide recommendations during position management activities and provide informed input on compensation-related matters, leveraging central HR tools and guidance. Interpret, ensure compliance and provide explanation on the application of collective agreements, especially those governing postdoctoral employees. Prepare documentation and participate in dispute and grievance processes as required. Monitor compliance with mandatory training, probationary and trial period evaluations and other HR processes. Collaborate with the Director in workforce planning activities, including staffing reviews and organizational restructuring, by compiling relevant data and offer operational insights. Contribute to the promotion of a positive work culture and operational effectiveness by supporting internal communication, knowledge sharing, and process improvement initiatives. Undertake special projects aligned with the strategic priorities of the unit.


Other Qualifying Skills and/or AbilitiesFamiliarity with McGill's structures, policies, and procedures. Experience with University HR policies and collective agreements. Knowledgeable about best practices in human resources. Sound judgment, integrity, empathy, and excellent communication skills to establish and maintain effective working relationships with employees and managers at all levels. Ability to adapt and multi-task in a constantly changing environment and ability to remain composed under pressure. Client focused and proven analytical skills, with demonstrated ability to effectively solve problems, propose solutions and influence decisions in a professional manner. Proven ability to work with information of a sensitive and confidential nature. Proficiency with the use of Workday. Demonstrated ability to work in a computerized environment using MS suite (Outlook, word-processing, spreadsheets and presentation software) as well as virtual tools like Teams and Zoom. Bilingual in English and French, both spoken and written.


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 waver 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:
Bachelor's Degree 3 Years Related Experience /
Annual Salary:
(MPEX Grade 04) $63,810.00 - $79,760.00 - $95,710.00
Job Profile:
MPEX-ADM2A - General Administration - Professional 2
Hours per Week:
33.75 (Full time)
Supervisor:
Director Strategy & Operations
Position End Date (If applicable):
Deadline to Apply:
2025-06-11McGill 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.