Academic Affairs Administrator

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). Faculty of Science Academic Affairs Unit Position Summary: Under the direction of the Director of Administration and Operations, the incumbent provides comprehensive academic affairs support to the Dean, including preparing documentation and reports related to faculty recruitment, reappointments, and Contract Academic Staff. The role serves as a key resource to Chairs, Directors, and administrators on academic policies and procedures across the full employment lifecycle, including recruitment, tenure and promotion, leaves, compensation, and immigration. Primary Responsibilities: Academic Affairs Administration and Policy Support: Acts as a key liaison between the Faculty, departments/units, and Central University offices, providing guidance on academic policies, procedures, and recruitment processes. Ensures compliance with University and Faculty regulations and oversees the tracking, preparation, and review of academic documents and dossiers. Liaises with internal stakeholders to ensure timely processing of academic matters. Academic Appointments and HR Processes: Administers faculty recruitment, appointments, tenure, reappointments, and promotions (including Full Professor) for tenure-track faculty and Contract Academic Staff (CAS), ensuring processes are compliant and documentation is complete, accurate, and submitted on time. Administers faculty leave processes (e.g., sabbaticals, parental leaves, departures), ensuring requests are reviewed, approved, and processed in accordance with University policies. Acts as the primary liaison on academic HR matters, including immigration processes, coordinating with departments and central offices to ensure requirements are met and documentation is complete. Processes and maintains academic HR transactions in Workday, ensuring data integrity and proper record-keeping. Reporting and Support: Supports the administration of faculty-wide processes, including academic performance evaluations and salary policy exercises, in collaboration with Faculty leadership. Prepares reports, statistical information, and documentation for the Dean and contributes to the Faculty’s annual reporting requirements. Provides operational support to the Dean’s office, including coordinating meetings, events, and search processes, as well as providing backup support for scheduling and travel arrangements. Contributes to special projects and other Faculty initiatives as assigned. Your Qualifications: Education : Minimum degree of DEC III level. Experience : HR Administration experience; experience in Faculty-level academic affairs is preferred. Your Key Strengths : Bilingual; excellent verbal and written communication skills, in both English and French. Strong knowledge of academic affairs policies, regulations, and procedures, including appointments, tenure, promotion, leaves, compensation, and immigration across the academic employment lifecycle. Proven analytical skills and sound judgment to interpret, apply, and ensure compliance with complex University and Faculty academic policies and procedures. Experience with academic immigration policies and procedures is an asset. Excellent organizational, time‑management, and prioritization skills, with the ability to manage multiple dossiers, deadlines, and concurrent processes. Demonstrated attention to detail and accuracy in the preparation, review, tracking, and management of academic documentation. Proven ability to work independently on complex tasks with minimal guidance, while exercising professionalism, discretion, and confidentiality. Strong interpersonal and communication skills, with the ability to establish and maintain effective working relationships with academic leaders, administrators, and central University offices. Ability to handle sensitive and high‑pressure situations with tact, diplomacy, and professionalism. Proficient using MS Office Suite (Word, PowerPoint, Outlook and Excel). Knowledge of Minerva, Banner (FIS) and Workday is preferred. 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: Director of Administration and Operations Position End Date (If applicable): Deadline to Apply: 2026-06-10 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 protected] .