Academic Affairs Administrator

Position Summary :

The Academic Affairs Administrator for the Faculty of Dental Medicine and Oral Health Sciences works in close partnership with the Academic Personnel Office (APO) and is responsible for the administration and transactions related to academic staff human resources processes. Provides support to the Faculty and employees in the application of Academic HR Personnel policies. Applies and administers Academic Affairs processes such as leave of absence, recruitment, transfers, promotions, salary changes, etc.

Primary Responsibilities :

• Assist the faculty administration and faculty members with regards to HR Academic Personnel policies and their application.
• Provide information and inform the Dean and faculty members on policies and procedures and collective agreements concerning academic positions. Foster and maintain excellent working relationships with stakeholders.
• Communicate and collaborate with Human Resources and the Academic Personnel Office to ensure standards are met and record‑keeping is complete, consistent, and transparent.
• Assist the Dean’s office with academic recruitment including advertising, uploading recruitment dossiers, and administering hiring documentation. Prepare letters of offer ensuring that all University policies, procedures, and collective agreements are respected.
• Assist HR Advisor with all aspects of the academic salary review process.
• Assist with the recruitment of ranked, unranked and unionised academic staff. In some cases, identify position requirements, draft job descriptions and postings, assist in interviews and selection.
• Prepare letters of offer and participate in onboarding and orienting new employees, administer trial / probationary reviews.
• Process appointments and reappointments, salaries, and stipends, according to policies and procedures. Ensure effective processing of documentation pertaining to terminations, retirements, transfers, and leaves. Assist with exit interviews and the compilation of statistics for turnover reports.
• Assist in employee relations cases. Perform preliminary investigations to gather background information. Assist HR Advisor with continuous follow‑up.
• Administer administrative processes for all leaves including medical and sabbatical leaves. Complete all required documentation. Produce and interpret statistics on leaves.
• Assist with the implementation of initiatives / programs / policies introduced by Faculty and Central units.
• Responsible for the process of re‑appointment, tenure and promotion of academic staff, help define the criteria for promotion, provide information to the faculty members on procedures and collect necessary documents and forms.
• Responsible for the recruitment process for tenure‑track and contract academic staff; assist and inform search committees on procedures.
• Ensure that all deadlines are respected and maintain first‑point of contact with Departmental Tenure Committee (DTC) members, University Tenure Committee (UTC) members and Secretariat.
• All other related tasks as per unit priorities.
• Serve as back up for the HR Administrator as needed.

Other Qualifying Skills :

Please note that this position will be located in the APO offices for at least the first year.

As one of Montreal's Top Employers, here is what we offer :

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 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, Administration & Finance

Deadline to Apply : 2026-01-16

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialised 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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