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Position Summary

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 Office is led by the Dean and Director, Academic Affairs. 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.
- Ensures 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.
- Meets 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.
- Provides guidance on a wide variety of issues that involve the University's regulations, academic policies and procedures and collective agreements that cover academic positions.
- Assists with the annual academic salary policy exercise.
- Provide information to administrators and faculty members regarding eligibility and the process.
- Responds to all incoming academic recruitment requests from AAA's,



Chairs and Directors for any academic position type.
- Analyzes and troubleshoots 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.
- Liaises 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.
- Ensures compliance with the appropriate collective agreement (MCLIU).
- Evaluates draft job descriptions for Academic Associates positions.
- Discusses position requirements and qualifications, probes for additional information to support the creation of the position.
- Provides guidance and advice on the posting and selection procedures.
- When required instructs AAA staff on corrective action needed to proceed.
- Proofreads, analyzes and corrects 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, instructs AAA on corrective action needed to proceed with recruitment.
- Ensures 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.
- Verifies and approves all academic appointment forms received from AAA's and ensures compliance with all relevant University, hospital, government and external agencies policies and reg

📌 Academic Affairs Officer (Quebec City)
🏢 McGill University
📍 Quebec City