Academic Affairs Administrator

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Position Summary:

Under the supervision of the Academic Affairs Officer, the Academic Affairs Administrator carries out operational activities related to Academic Affairs in the Faculty of Medicine’s Medical Education Services Office. The position provides support to the administrative team for the application of academic affairs policies and procedures, ensuring consistency, equity and compliance across the Faculty of Medicine.

Primary Responsibilities:

• Provide administrative support for the recruitment of Academic Program Directors and Academic Associates in the Medical Education Services Office. Review needs/requirements and drafts job descriptions, arrange advertising, provide administrative support in the recruitment process, including preparing the letters of offer. Work closely with clients to ensure that they understand the impact of recruitment and selection issues; ensure that all new hires meet requirements. Additionally, maintain onboarding guide for UGME academics (Stipend Positions) and keep the UGME and PGME secondary appointments (Stipend Positions) up to date.
• Oversee processing of payroll transactions for the educational units. Ensure accuracy and compliance of all payments according to Faculty of Medicine and University policies. Ensure effective processing of all documentation pertaining to the termination of stipends and jobs.
• Communicate and collaborate with other members of the Faculty’s Academic Affairs team to ensure appointments and compensation of academic staff comply with all Faculty of Medicine and University policies and procedures. Ensure that information and record- keeping is complete, consistent and transparent to all.
• Foster and maintain excellent working relationships with various stakeholders.
• Assist with the implementation of new initiatives/programs/policies introduced by Faculty of Medicine, the Academic Personnel Office.
• Collaborate with Academic Affairs Administrators in clinical departments regarding the selection process and the appointment and reappointment of Program Directors and other faculty members who hold academic teaching roles. Ensure consistency, equity and compliance across all units in these processes.
• Assist with development of policies and procedures. Develop and maintain systems to track appointment and compensation information. Produce reports as required.
• Perform other related duties as required.

Qualifications and skills

Undergraduate degree in a related field and 3 years’ experience in administration, preferably in academic affairs. Experience working with University policies and procedures including academic policies and procedures is preferred. Proven attention to detail, ability to maintain composure under pressure, multitask, and meet deadlines. Demonstrated oral and written communication skills in both English and French. Demonstrated ability to work in a computerized environment using word-processing, databases (Airtable), spreadsheets and presentation software, Workday. Knowledge of basic financial transactions is an asset.

“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):

2024-12-14

Deadline to Apply:

2025-01-08

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.

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