Academic Affairs Administrator

at  McGill University

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Position Context:
The Faculty of Medicine and Health Sciences Academic Affairs Office provides expertise, support and guidance to academic staff, academic leaders, and administrative staff in the Faculty to ensure the recruitment, support, development, and recognition of academic staff performing at the highest standards of excellence, across all spheres of academic work and all phases of their careers.
The Academic Affairs Office serves as the liaison from the academic units in the Faculty to the offices of the Provost, Academic Personnel, and the Secretariat. The Academic Affairs Office is led by the Vice-Dean, Academic Affairs, the Associate Dean, Academic Affairs, and the Director of Administration.
The Academic Affairs Administrator working in the Academic Affairs Office reviews the work submitted by the administrator working in Administration Excellence Centres (AECs) and ensures the quality, accuracy, and timeliness of the documents before final approval by the Vice-Dean, Academic Affairs.
The Faculty currently employs approximately 575 tenure stream academic staff and 4,000 Contract Academic Staff.

Primary Responsibilities:

• Guide the AEC Administrators, Deanery leadership, Chairs, Directors, faculty members and administrative staff with respect to regulations, policies and procedures governing the entire faculty lifecycle. This includes the academic recruitment process, medical manpower, immigration, academic appointments, compensation, leaves, termination, and retirement. Ensures consistency, equity and compliance across the Faculty of Medicine and Health Sciences.
• Foster and maintain excellent working relationships with stakeholders. Communicate and collaborate with the AECs and the Academic Personnel Office to ensure that standards are met, and that information and record-keeping is complete, consistent, and transparent to all. Meets with the AEC administrators on a weekly basis to ensure alignment of activities.
• Review, evaluate and troubleshoot requests from across the Faculty of Medicine and Health Sciences. Provides guidance on a wide variety of issues that involve the University’s regulations, academic policies and procedures and collective agreements that cover academic positions.
• Monitor and initiate academic appointments, reappointments, and costing allocations for personal support awards, salaries, and stipends, according to policies and procedures. Ensures salary cost-sharing agreements with our affiliated hospitals and research institutes are accurately reflected in the costing allocations.
• Assists with the annual academic salary policy exercise. Provide information to administrators and faculty members regarding eligibility and the process.
• Collaborate regularly with other academic affairs managers to identify and implement best practices and standardize services across all AECs that ensures consistency, equity, and compliance.
• Assists with the training of Academic Affairs Administrators working in the AECs.
• 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, etc.

Other Qualifying Skills and/or Abilities:
Experience working in academic affairs and or University administration. Results-oriented with demonstrated ability to effectively plan and review work, collaborate with others, and work successfully in a group setting. Excellent interpersonal skills to establish and maintain effective working relationships with stakeholders at all levels. Ability to multi-task in a fast-paced environment and to carry on simultaneous projects. Ability to manage and respect competing deadlines and to adapt to changing circumstances. Client-focused with strong problem-solving, priority-setting and organizational skills. Proven attention to detail and analytical skills to understand, interpret and apply complex academic policies and procedures. Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets and presentation software. 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. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
Annual Salary:
(MPEX Grade 03) $61,070.00 - $71,850.00 - $82,630.00
Job Profile:
MPEX-HRM1G - Academic Affairs - Professional 1 (Excluded)
Hours per Week:
33.75 (Full time)
Supervisor:
Academic Affairs Officer
Position End Date (If applicable):
2025-01-31
Deadline to Apply:
2024-09-01
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,
accessibilityrequest.hr@mcgill.ca.

• Guide the AEC Administrators, Deanery leadership, Chairs, Directors, faculty members and administrative staff with respect to regulations, policies and procedures governing the entire faculty lifecycle. This includes the academic recruitment process, medical manpower, immigration, academic appointments, compensation, leaves, termination, and retirement. Ensures consistency, equity and compliance across the Faculty of Medicine and Health Sciences.
• Foster and maintain excellent working relationships with stakeholders. Communicate and collaborate with the AECs and the Academic Personnel Office to ensure that standards are met, and that information and record-keeping is complete, consistent, and transparent to all. Meets with the AEC administrators on a weekly basis to ensure alignment of activities.
• Review, evaluate and troubleshoot requests from across the Faculty of Medicine and Health Sciences. Provides guidance on a wide variety of issues that involve the University’s regulations, academic policies and procedures and collective agreements that cover academic positions.
• Monitor and initiate academic appointments, reappointments, and costing allocations for personal support awards, salaries, and stipends, according to policies and procedures. Ensures salary cost-sharing agreements with our affiliated hospitals and research institutes are accurately reflected in the costing allocations.
• Assists with the annual academic salary policy exercise. Provide information to administrators and faculty members regarding eligibility and the process.
• Collaborate regularly with other academic affairs managers to identify and implement best practices and standardize services across all AECs that ensures consistency, equity, and compliance.
• Assists with the training of Academic Affairs Administrators working in the AECs.
• 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, etc