Academic Affairs Officer

The Faculty of Medicine and Health Sciences (FMHS) Academic Affairs Office provides expertise, support and guidance to academic staff, academic leaders, and administrative staff in the Faculty to ensure the recruitment, support, development, and recognition of academic staff performing at the highest standards of excellence, across all spheres of academic work and all phases of their careers. The Academic Affairs Office serves as the liaison from the academic units in the FMHS to the offices of the Provost, Academic Personnel, and the Secretariat.

The Academic Affairs Officer working in the Academic Affairs Office reviews the work submitted by the Academic Affairs Administrators (AAA) working in the faculty’s department and units and ensures the quality, accuracy, and timeliness of the documents before final approval by the Dean. Reporting to the Director of the Academic Affairs office, the incumbent is responsible for the recruitment, appointments and remuneration of the ranked (both M.D. and PhD faculty) and unranked academic staff for the Faculty of Medicine. The Academic Affairs Officer advises, supports and trains the Academic Affairs Administrators working in the faculty’s department and units in the context of the applicable University, hospital and provincial government (Ministry of Health) regulations, policies, procedures and collective agreements.

Primary Responsibilities

• Guide the AAA Administrators, Deanery leadership, Chairs, Directors, faculty members and administrative staff with respect to regulations, policies and procedures governing the entire faculty lifecycle. This includes the academic recruitment process, medical manpower, immigration, academic appointments, compensation, leaves, termination, and retirement.
• Ensure consistency, equity and compliance across the Faculty of Medicine and Health Sciences.
• Foster and maintain excellent working relationships with stakeholders.
• Communicate and collaborate with the Faculty AAAs and the Academic Personnel Office to ensure that standards are met, and that information and record-keeping is complete, consistent, and transparent to all.
• Meet with the Academic Affairs administrators on a weekly basis to ensure alignment of activities.
• Analyze and troubleshoot requests from across the Faculty of Medicine and Health Sciences.
• Provide guidance on a wide variety of issues that involve the University’s regulations, academic policies and procedures and collective agreements that cover academic positions.
• Assist with the annual academic salary policy exercise.
• Provide information to administrators and faculty members regarding eligibility and the process.
• Respond to all incoming academic recruitment requests from AAA’s, Chairs and Directors for any academic position type.
• Analyze and troubleshoot requests. Probes for additional information. Identifies discrepancies and advises Faculty AAA’s on appropriate course of action and/or corrective measures necessary in order to resolve the situation.
• Liaise with Faculty AAA’s, the Academic Personnel Office, central Human Resources, other areas of the Faculty, the McGill Research and Restricted Funds Office, and the McGill Office of Sponsored Research to resolve issues.
• Ensure compliance with the appropriate collective agreement (MCLIU).
• Evaluate draft job descriptions for Academic Associates positions. Discuss position requirements and qualifications, probes for additional information to support the creation of the position.
• Provide guidance and advice on the posting and selection procedures. When required instruct AAA staff on corrective action needed to proceed.
• Proofread, analyze and correct all contracts of employment received from the AAA’s to ensure accuracy and compliance with applicable University, FMHS, hospital and government regulations, policies, procedures and collective agreements.
• When required, instruct AAA on corrective action needed to proceed with recruitment.
• Ensure that financial agreements for salary partnerships with our affiliated hospital research institutes comply with FMHS standards in order to avoid legally binding financial commitments and appointments for which the FMHS should not be held liable.
• Verify and approve all academic appointment forms received from AAA’s and ensure compliance with all relevant University, hospital, government and external agencies policies and regulations related to appointments, compensation, conditions of employment, and immigration status.
• When required instruct AAA’s on corrective action needed to proceed.
• Audit all financial aspects of appointment forms. Ensure accuracy with regards to salary distribution for appointments with multiple salary sources (operating funds, restricted funds, internal and external salary awards, stipends, endowed chairs, third party chargeback arrangements).
• Ensure salary sources correspond to those previously approved and budgeted. Ensure compliance with the intended purpose of the funds being used and that the compensation is an allowable expense on the fund.
• When required instruct AAA’s on corrective action needed to proceed.
• Provide administrative support for the appointments and remuneration of Vice-Deans, Associate Deans, Assistant Deans, Chairs, Directors of Schools and Directors of major Centres and units within the Faculty of Medicine and Health Sciences.
• Train and mentor AAO and AAA staff on these responsibilities and duties. Identify training needs and make recommendations.
• Participate in the development of tools for the FMHS and departmental administration. Present at formal training sessions for administrators that work at the unit level.

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.

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 two (2) days 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 # 4 on a scale of 0-4.

Minimum Education and Experience

• Bachelor’s Degree
• 3 Years Related Experience
• Annual Salary (MPEX Grade 05) $73,470.00 - $91,840.00 - $110,210.00
• Job Profile MPEX-HRM2G - Academic Affairs - Professional
• Hours per Week 33.75 (Full time)
• Supervisor Director, Academic Affairs
• Position End Date (If applicable) 2027-10-05
• Deadline to Apply 2026-10-28

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.