Academic Department Manager III - Physics & Astronomy - Faculty of Science

McMaster University

Ranked among the world's top 70 universities, McMaster University is recognized for excellence in teaching and research.

Our purpose is the discovery, communication, and preservation of knowledge. Through our teaching, research, and scholarship, we are committed to creativity, innovation, and excellence. We value integrity, quality, inclusiveness, and teamwork in everything we do. We inspire critical thinking, personal growth, and a passion for lifelong learning. We serve the social, cultural, and economic needs of our community and society.

About the Department

The Department of Physics and Astronomy is committed to McMaster's tradition of strong, innovative undergraduate and graduate teaching programs that are closely linked to our research strengths in:

• Astrophysics
• Soft Matter and Biophysics
• Medical Physics
• Condensed Matter Physics
• Theoretical High-Energy Physics

Our integration of teaching and learning creates a whole that is greater than the sum of its parts.

We are a medium-sized department consisting of approximately:

• 30 faculty members
• 15 staff members
• 100 graduate students
• 50 teaching assistants
• 10 postdoctoral fellows

In addition, we support an upper-year cohort of more than 100 undergraduate students and reach thousands of McMaster students through foundational and general-interest courses in physics, astronomy, and science education.

Students work closely with our researchers and can become active participants in research projects as early as their second year.

About the Position

Reporting to the Department Chair, the Academic Department Manager III is responsible for the strategic and operational management of a medium-sized, complex academic department with multiple functions, including:

• Undergraduate and graduate programming
• Fee-for-service facilities
• Laboratories
• Research institutes and centres
• External partnerships

This role plays an integral part in driving departmental strategy and ensuring alignment with the University's strategic vision. The incumbent will influence departmental culture, reinforce University values, and help shape the future direction of departmental offerings through a forward-looking perspective.

Key Accountabilities

Strategic Planning and Administration

• Advise the Chair and faculty members on financial and human resources, space management, curriculum, academic planning, advising, scheduling, and other strategic matters.
• Collaborate with departmental academic leadership, Faculty administration, and central University offices, including:
  • Office of the Provost and Vice-President (Academic)
  • School of Graduate Studies
  • Office of the Registrar
  • Human Resources
  • Institutional Research and Analysis
  • Research Operations and Administration (ROA)
  • Finance
  • Facility Services
• Analyze departmental needs related to planning, resource allocation, and proposal development using detailed data analytics.
• Serve as a key link between incoming and existing faculty and staff regarding operational procedures and University policies.
• Lead accreditation activities, including Graduate Attribute assessment and program review visits.
• Manage the Internal Quality Assurance Process (IQAP) for both undergraduate and graduate programs.
• Implement policy decisions made at the Department, Faculty, and University levels.
• Provide leadership to staff supporting undergraduate and graduate programs.

Other Key Areas of Responsibility

1. Financial Management

• Independently manage the department's financial resources, including:
  • Operating budgets
  • Research funds
  • Facilities and services
  • Research institutes and centres
• Serve as the Chair's delegate with financial decision-making and signing authority.
• Develop and monitor financial policies and procedures.
• Ensure compliance with University policies and participate in audits as required.
• Prepare financial reports and analyses.

2. Strategic Planning

• Advise the Chair on departmental and Faculty strategic planning initiatives.
• Drive implementation of departmental strategy and ensure alignment with University goals.
• Influence departmental culture and reinforce institutional values.
• Provide data-driven analysis to support planning, resource allocation, and proposal development.

3. Operational Management

• Ensure effective and efficient management of departmental operations.
• Develop, implement, monitor, and evaluate departmental infrastructure and activities, including:
  • Staff recruitment and promotion
  • Human resources administration
  • Financial management
  • Research activities
  • Teaching operations
• Develop and support departmental marketing and communication plans.

4. Human Resources Management

• Manage direct reports, including:
  • Recruitment and hiring
  • Performance management
  • Conflict resolution
  • Training and development
  • Disciplinary action
  • Work assignment and workload management
• Support the Chair in hiring and onboarding:
  • Faculty members
  • Sessional Instructors
  • Postdoctoral fellows
  • Research assistants
  • Teaching assistants
  • Co-op and work-study students
  • Technical and research staff
• Establish quality and performance standards and ensure appropriate resource allocation and staff development.

5. Physical Resource Management

• Conduct space analyses and support departmental space planning initiatives.
• Track Net Assignable Square Metres (NASM) for budgeting and reporting purposes.
• Ensure optimal utilization of departmental space.
• Maintain fixed asset and space inventories.
• Develop asset replacement plans as part of the annual budgeting process.
• Serve as the primary contact for departmental security-related matters.

6. Educational Administrative Support

• Manage resources and infrastructure supporting educational activities within the department.
• Participate in academic planning, advising, and program development.
• Represent non-academic members of the department during accreditation and quality assurance reviews.
• Support external accreditation processes and internal departmental reviews.
• Administer graduate and undergraduate programs, including financial oversight, statistical reporting, and external reviews.

7. Research Administrative Support

• Oversee administrative support for departmental research activities.
• Identify opportunities for research collaboration and keep the Chair informed.
• Consult with research finance and legal experts on complex financial or legal matters.
• Provide advice and guidance to faculty members and the Chair regarding research administration.

Are You the Right Candidate?

This role requires a senior-level professional with 5–10 years of management and leadership experience and a broad understanding of:

• Research administration
• Financial management
• Faculty operations
• University-wide initiatives

The successful candidate will have a proven track record of driving strategic initiatives and building strong, impactful relationships. They must demonstrate sound judgment, diplomacy, and tact when managing complex situations and decision-making processes.

The successful incumbent will also have substantial experience making independent decisions and exercising leadership in the management of support services.

Additional Qualifications

• Master's degree in a relevant field or a professional designation such as CPA.
• Demonstrated experience interpreting policies, procedures, and guidelines.
• Strong organizational and long-range planning skills.
Exceptional problem-solving abilities with the capacity to quickly assess situations and individuals and lead effective solutions.

The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.

To apply for this job, please submit your application online.

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

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