Academic Affairs Administrator

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Position Summary:

The Faculty of Medicine and Health Sciences has realigned its academic affairs, student affairs, financial and human resources activities into Administrative Excellence Centres (AECs). The mission of the AECs is to raise the bar of excellence in how clients (academic and administrative) are supported in the various administrative fields. Under the leadership of the Associate Director of Administration, the team is comprised of specialists responsible for planning and implementing policies and procedures in its departments. The AEC Academic Affairs Administrator is responsible for the administration of the academic affairs related activities for the departments supported by the AEC. 

Primary Responsibilities:

• Provide administrative support to the Associate Director, department Chairs and Directors, academic and administrative staff with respect to University regulations, policies and procedures governing the academic recruitment process, immigration, academic appointments, compensation, leaves, termination, and retirement.  Ensures consistency, equity, and compliance across the AEC.  Foster and maintain excellent working relationships with stakeholders. Communicate and collaborate with the Faculty Academic Affairs Office to ensure that standards are met, and that information and record-keeping is complete, consistent, and transparent to all.
• Provides administrative support for the academic recruitment processes for ranked and unranked Contract Academic Staff, tenure stream staff, Course Lecturers and Instructors and other academic staff groups including advertising, equity compliance approval, arranging for potential recruit visits, etc.  In clinical AEC’s, prepares all relevant medical manpower documentation for the Faculty and ensures the recruitment complies with all relevant hospital, government and Faculty policies and procedures. Assemble recruitment dossiers for approvals, including immigration documentation.  Prepare letters of offer ensuring that all University and Faculty regulations, policies, procedures, and collective agreements are respected.  
• 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.
• Evaluate job descriptions for Academic Associates.  Discuss position requirements and qualifications with the hiring party.  Ensure compliance with the appropriate collective agreements, Faculty and University regulations, policies, and procedures.
• Provide support to the Chairs for the academic promotions and tenure processes.  Provide information to academic staff on the promotions and tenure processes.  Ensure all documentation sent to the Faculty is complete, accurate and within deadlines.  Develop and maintain systems to track tenure and promotion timelines at the departmental level.  Provide support to the Chairs for the tenure track reappointment process.  Ensure tenure cohorts are aware of their responsibilities and that all deadlines are met.
• Ensure applications for sabbatical leaves are accurate, complete, and submitted on time to the Vice-Dean, Academic Affairs Office. Provide information to faculty members on the relevant policy and process.
• Provide support to department heads and delegates for the annual academic performance evaluation exercise and the annual academic salary policy exercise.  Provide information to faculty members regarding eligibility and the process. Ensure Faculty deadlines are met. 
• Ensure effective processing of all documentation pertaining to faculty lifecycle events including appointments, terminations, retirements, promotions, and leaves.  
• 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.
• 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.  Demonstrated oral and written communication skills in both English and French.

Additional information: Testing will be administered.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Dir Administration

Position End Date (If applicable):

2023-04-28

Deadline to Apply:

2022-10-26

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] .