Job Description

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This is a permanent full-time position in the Department of Mechanical Engineering, Faculty of Engineering. This position reports to the Administrative Officer .
Position Summary:
In support of the University's teaching, learning, and research goals and objectives, provide a high level of confidential administrative and technical support to the department in accordance with University policies and procedures. This includes the coordination of a variety of activities, including providing support on budget and accounting tasks; assisting with University committees; coordinating human resources tasks; and scheduling. Provide information to employees and students concerning University policies and procedures.
Primary Responsibilities:

• Act as the main resource person within the Department for policies and procedures related to employee positions, salary payments, appointments, immigration, and compliance.
• Collaborate closely with academics and administrative staff, particularly the Administrative Officer, to appoint all employee positions from a diverse group, such as Postdoctoral Researchers, Research Assistant/Associate positions, Casual and sessional positions, Undergraduate and Graduate Research Trainee positions, Student research positions, and visiting academics.
• Coordinate and create job postings. Prepare LMIA-Exempt form submissions in the Employer Portal, enabling work permit applications for Postdocs, Visiting Professors/Scholars, and Graduate/Undergraduate Research Trainees;
• Guide professors, administrative staff, and students on compliance with guidelines and restrictions;
• Provide information on collective agreements (MCLIU, AGSEM, AMURE, AMUSE) and ensure their adherence, the boundaries of unionized positions, and any updates that occur. Applies in-depth knowledge of these collective agreements and works with academics to ensure that they are respected;
• Address general immigration queries by guiding individuals to the appropriate resources, and escalate issues to Immigration Advisors when necessary;
• Work closely with the Department's finance administrators to ensure sufficient funding for payments and appointments, adherence to funding agency guidelines in line with respective collective agreements. Coordinate payroll entries for the department to ensure accuracy and timeliness;
• Liaise with Faculty HR, Central HR, and specialists to resolve problems and handle complex cases
• Maintain detailed personnel files and spreadsheets to ensure up-to-date records of payments, postings, positions, and offers of employment;
• Coordinate Graduate Research Trainee, Undergraduate Research Trainee and Postdoc registration. Liaises with Enrolment Services to resolve any issues that occur.
• Reviews and verifies documentation for completeness in compliance with University and Faculty standards;

Other Qualifying Skills and/or Abilities
Seeking a friendly and positive colleague with an interest in the University environment and mission. Experience dealing with human resource-related issues. Ability to work independently. Must be detail-oriented. Demonstrated ability to thrive in a high-paced environment, effectively tracking and meeting multiple deadlines concurrently. Must be service-oriented and able to transmit and receive information accurately. Demonstrated ability to work in a computerized environment (Microsoft Office: Excel; Word; PowerPoint). Proven organizational skills, enabling efficient handling of multiple tasks and responsibilities. Familiarity with student and academic positions and demonstrated experience interpreting collective agreements and University policies and procedures. Strong interest in a career in Human Resources and openness to pursuing the CRHA designation. Proficiency with Workday and is an asset. Familiarity with immigration (labour market impact assessment exemptions and the Employer Portal) is an asset. Strong verbal and written communication skills in English and French. Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.
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 .
Minimum Education and Experience: DEP 5 Years Related Experience /
Annual Salary: (MPEX Grade 01) $53,280.00 - $59,200.00 - $68,080.00
Job Profile: MPEX-HRMEX - Human Resources Generalist - Para-Professional (MUNACA excluded)
Hours per Week: 33.75 (Full time)
Supervisor: Administrative Officer
Position End Date (If applicable):
Deadline to Apply: 2026-02-09
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, .

Skills Required