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Position Summary:
Reporting to the Academic Affairs Officer (AAO), the incumbent will be providing administrative support for the academic functions of the Faculty. The candidate will assist in the processes related to the entire Academic Life Cycle (https://www.mcgill.ca/apo/academic-life-cycle). The position is part of a team that contributes to the smooth and efficient operations in reliable support of the academic activities of the Faculty.
Primary Responsibilities:
In charge of logistics and compensations in Workday involving all Professorships, Chairs, and Awards.
Provide administrative support to the Academic Affairs Leadership, e.g. Vice-Dean (Faculty).
Develop expertise and provide guidance for faculty members with regards to human resource policies, i.e. accommodation requests, benefits, leaves (personal, maternity, parental, medical), immigration, etc.
Liaise with the University’s Immigration Advisor to ensure that work permits and renewals are obtained in a timely manner.
Serve as back-up for processes involved with (MCLIU) Course Lecturers and Instructors.
Act as Assistant to some Faculty-level committees e.g. Faculty Reappointment and Tenure Committees, and Senior Promotions and Appointments Committee (SPAC), etc. Take minutes of meetings and compile draft recommendations for final review if required.
Assist with various processes as required for the academic life cycle in Workday, including recruitment, for all other Academic Positions (Tenure Stream and Ranked CAS), Academic Annual Reports, Conflict of Interest Long Forms, etc.
Liaise with the Faculty Administrative Coordinators to ensure that the policies and procedures related to academic recruitment are in line with the Academic Personnel Office, i.e. advertising and maintaining the appropriate data to respect the immigration and employment equity requirements.
Act as an Academic Affairs Partner in Workday, for all academic payments.
Participate in the academic salary policy process through the tracking of annual report submissions.
Compile statistics and generate reports, including for the purposes of employment equity and in support of the University and Faculty’s Equity, Diversity, and Inclusion initiatives.
Other related duties may involve assisting in the set-up of special events or meetings pertaining to the academic lifecycle.
Other Qualifying Skills and/or Abilities
Ability to work autonomously (self-motivate) and collaboratively (overall team player) and take initiative. Excellent organizational skills; proven analytical, planning, problem-solving and decision-making skills. Ability to communicate effectively both spoken and written. Must be autonomous and customer-service oriented and able to work in a fast-paced environment with changing priorities. Proven ability to exercise judgment and discretion in dealing with highly sensitive and confidential matters. Able to establish and maintain relationships with a variety of stakeholders, both internal and external to the University. Knowledge of University policies and procedures. Demonstrated ability to work in Microsoft Office environment using word processing, spreadsheets, database and presentation software. Languages: English (spoken and written), French (spoken and read).
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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:
Annual Salary:
Job Profile:
MPEX-HRM1G - Academic Affairs - Professional 1 (Excluded)Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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.