McGill University

Administrative Student Affairs Coordinator

  • Full Time

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Administers unit accounts.

Major Duties and Responsibilities:

  • Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within the area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
  • Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning the course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.
  • Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status. Prepares and verifies files. Coordinates and schedules student interviews.
  • Coordinates the application process for awards, scholarships, and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with the admission process.
  • Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
  • Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to the central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students, and graduates.
  • Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.
  • Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.
    Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Qualifying Skills and/or Abilities

  • Customer-focused and service-oriented with a proven ability to communicate clearly and effectively at all levels. Experience working with various student populations including undergraduate, graduate, and continuing studies. Experience providing support to faculty and program directors.
  • Experience working with and navigating internal and external policies and procedures. Demonstrated organizational skills and proven ability to work under tight deadlines and to manage multiple priorities. Strong attention to detail. Proven ability to provide support for various administrative activities including data entry. Demonstrated discretion in dealing with confidential information. Proven ability to work independently and as part of a team.
  • Experience with Banner and Minerva SIS, and ability to work in a PC environment with computer applications, databases and presentation software, as well as spreadsheets and word processing programs (e.g., MS Excel, Word, PowerPoint, Access, Teams, Zoom). Experience with Workday is an asset. English, spoken and written. French, spoken.

Minimum Education and Experience:
DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:
(MUNACA Level 10A) $23.40 – $32.28

Hours per Week:
33.75 (Full time)

Supervisor:
Administrative Officer

Position End Date (If applicable):
2023-05-31

Deadline to Apply:
2022-05-11

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.

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