Academic Affairs Officer

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).

Position Summary:

The Academic Affairs Officer is responsible for the entire lifecycle of the ranked and unranked academic staff in the Faculty of Education. Acts as an advisor for Department Chairs, senior academic leadership, faculty members, managers and administrators on policies, procedures and a variety of issues in the academic faculty lifecycle such as, recruitment and selection, application of academic personnel policies, immigration, tenure and promotion, sabbaticals, leaves and retirement. As a subject matter expert, the incumbent will be expected to propose solutions and answers on unique and complex matters and ensure they are in line with Academic Personnel Office directives and faculty academic priorities.

Primary Responsibilities:

• Responsible for advising department managers on the entire academic recruitment process for all recruitment types, including Contract Academic Staff and Tenure Track members.

• Advise the academic leadership, Department Chairs and faculty members, and managers and administrators on the application of academic policies, regulations, procedures and collective agreements for academic positions. Ensure consistency, equity and compliance in the application of these policies across the Faculty and departments.

• Ensure the academic appointments, reappointments, salaries, stipends, retirements, terminations are completed on time and in compliance with University and Faculty policies and procedures.

• Advise and manage all academic leaves, retirements, reduced load appointments and terminations. Provide guidance to faculty members who are considering any of these options.

• Identify academic affairs training needs and in collaboration with academic stakeholders, develop training for managers and administrators and share best practices to increase and reinforce understanding. Keep abreast of new regulations and communicate updates as required.

• Work closely with the Academic Personnel Office to ensure compliance with academic personnel regulations, policies and procedures and government legislation. Work with Immigration Office on faculty academic immigration files.

• Act as point person for the promotion and tenure processes in the departments. Develop systems to track licenses, tenure and promotion information, immigration status. Provide guidance to faculty members on preparing their promotion and tenure dossiers.

• Participate in the development of and supervise the implementation of policies and new initiatives related to academic affairs. Participate on working groups on academic affairs, if requested.

• Collaborate regularly with Academic Affairs Partners to identify and implement best practices and standardize services to ensures consistency, equity and compliance.

• Deliver various statistical reports when required by the Faculty HR lead and academic leadership.

• Oversee the local administration of the annual academic performance evaluation exercise.

• Perform other related tasks  requested  by direct supervisor and or Faculty leadership

Other Qualifying Skills and/or Abilities

• Proven experience working in academic affairs and knowledge of academic personnel policies,  

• Strong knowledge of academic personnel policies, procedures, and collective agreements within a University environment, including recruitment, appointments, tenure and promotion, leaves, sabbaticals, and retirement.

• Demonstrated experience advising senior leaders, managers, and staff on complex and sensitive academic human resources matters, with sound judgment and discretion.

• Demonstrated attention to detail, including the ability to proofread and review draft correspondence, reports, and letters for accuracy, clarity, and compliance with policies and standards.

• Resourceful and able to exercise sound judgment when addressing complex or non-standard situations.

• Strong analytical and problem-solving skills, with the ability to interpret policy, assess non-standard cases, and recommend compliant and equitable solutions.

• Ability to identify training needs and develop and deliver guidance or training to managers and administrators; excellent written and oral communication skills.

• Proven ability to collaborate effectively with central administrative units and faculty-level partners to standardize practices and promote consistency and best practices.

• Demonstrated ability to work both independently and as part of a collaborative team in a fast-paced, highly regulated environment.

• Excellent interpersonal skills, including the ability to navigate situations with tact, diplomacy, and professionalism.

• Fluency in French, both written and spoken, with the ability to communicate effectively in a professional academic and administrative environment.

• 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. French is required.

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 one (1) day 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 # (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

Bachelor's Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 05) $71,890.00 - $89,860.00 - $107,830.00

Job Profile:

MPEX-HRM2G - Academic Affairs - Professional 2

Hours per Week:

33.75 (Full time)

Supervisor:

Director Administration

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, [email protected].