Human Resources Administrator

HR Administrator

Under the direction of the Associate Director, Human Resources, the HR Administrator will be responsible for supporting HR activities relating to academic and administrative staff for the Faculty of Science. The role involves contributing to a range of HR functions, including transactional tasks as well as providing guidance and solutions on matters related to recruitment, compensation, benefits, payroll, and employee and labour relations. The HR Administrator also supports the planning and implementation of HR policies and procedures, ensuring consistency, equity, and compliance across the Faculty.

Primary Responsibilities:

• Administer processes pertaining to non-academic activities in Workday including recruitment, hires, leaves, terminations, retirements, reappointments.
• Administer documentation pertaining to compensation, benefits, payroll, and records for various employee groups including management and support staff.
• Process appointments, renewals, and salaries, according to policies and procedures. Manage the hiring process through Workday for Research Assistants, Management, and Administrative staff.
• Administer probation and trial periods for all new admin and support hires, transfers, and temporary assignments. Follow up with employees and supervisors.
• Provide administrative support to Units relating to the hiring process for all unionized and non-unionized positions.
• Full-cycle recruitment (development of job descriptions, postings, interviews, offers, and onboarding).
• Administer and provide guidance on leaves (i.e., STD, LTD, maternity, parental, adoption, paternity, unpaid, Temporary Alternative Work Arrangements) ensuring proper process and documentation is provided.
• Calculate vacation entitlements, summer Fridays for full-time and part-time employees. Calculate proration of salary for part-time employees. Provide information and guidance.
• Process documents related to the annual salary policies.

Reporting & Data Management:

• Pull reports through Workday for statistical and informative purposes (salaries, leaves, etc.).
• Respond to Central HR queries related to employee details (i.e., pay, SIN, address).
• Generate and resolve HR compliance reports, including expired visas and non-QC addresses.
• Gather and compile statistical information related to Central HR protocols and reporting purposes (e.g.: Bill 90 and CNESST).

Policy, Compliance & Employee Relations:

• Act as a resource to employees, supervisors, and academic administrators in the Faculty of Science with respect to the interpretation of policies and procedures for all employee groups.
• Monitor compliance with collective agreements, and provide explanations to managers, Professors, and employees.
• Develop and implement systems and procedures for managing personnel files and HR documents. Ensure all record-keeping is complete, consistent, and transparent.
• Gather documentation for grievances, arbitration, or disciplinary/administrative cases. Liaise with Labour Relations to ensure deadlines are respected. Identify problems and formulate preliminary recommendations to supervisor. Ensure documentation is accurate and complete.

Projects & Initiatives:

• Collaborate with HR team members to implement best practices and to provide a standardization of services across the Faculty of Science (checklists, procedures, internal processes).
• Plan and organize meetings, workshops, training, and special events.
• Assist with the implementation of initiatives, programs, and/or policies.
• Maintain and develop content for the Science HR website.
• Ensure HR SharePoint site is kept up to date with current information, forms, and templates.
• Conduct training sessions as part of onboarding for new managers (e.g.: HR SharePoint, Workday workflow).
• Undertake other tasks and special projects.

Your Qualifications:

• Education: Undergraduate or diploma in Human Resources or Labour Relations is preferred. CRHA designation is an asset.
• Experience: Proven experience working in a unionized environment with a strong understanding of collective agreements and policy interpretation, in an academic institution is preferred.

Your Strengths:

• Bilingual; excellent verbal and written communication skills, in both English and French.
• Strong knowledge of HR practices including recruitment, benefits, labour relations, compensation, etc.
• Demonstrates a high level of discretion and confidentiality when handling personnel data and HR-related matters.
• Proven ability to foster clear, consistent, and positive communication across all levels.
• Autonomous and proactive, strong initiative and the ability to anticipate needs.
• Service oriented and client-focused, strong interpersonal skills with a proven ability to deal with people at all levels.
• Excellent organizational and administrative skills, with attention to detail in managing documentation, compliance, and record-keeping.
• Ability to manage multiple priorities in a fast-paced, high-volume environment while contributing to projects and process improvements.
• Ability to maintain composure under pressure and ability to meet deadlines.
• Analytical and solution-focused, with the ability to identify and resolve HR-related issues.
• Collaborative team player, who can also work independently.
• Comfortable working with Microsoft Office 365 (Excel, Outlook, Teams, SharePoint). Experience with HR Systems like Workday is an asset.

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. 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-HRM1D - Human Resources Generalist - Professional 1 (Excluded) Hours per Week: 33.75 (Full time) Supervisor: Associate Director Human Resources Position End Date (If applicable): 2025-09-24

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.