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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 related to their files. Edits documents for grammar and accuracy. Administers unit accounts.
Major Duties and Responsibilities:
The Administrative & Student Affairs Coordinator provides administrative support to the Graduate and Undergraduate Programs, including the Graduate Program director, various committees, current students, Student Affairs Officer as well as potential applicants. The most important specific tasks are listed below.
Acts as a resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource people 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 course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.
Assists students in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status. Prepares and verifies files.
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 admission process.
Ensures students are on track with committee meetings, courses and other academic deadlines. Maintains MyProgress database accordingly. Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. Provides assistance and offers advice to students where appropriate on relevant courses, programs and student resources.
Resource person for students in distress and/or facing difficulties. Responsible for providing them with guidance, following established departmental or university protocols depending on the nature of the difficulty and referring them to appropriate resources and services on campus (Wellness Hub) as needed.
Ensures that GRADPROG Listserv messages reach the appropriate audience.
Prepares timetables and schedules room bookings for unit. Prepares schedules for seminars, graduate classes and books exams for unit. Prepares course calendars.
Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, annual newsletter for newly admitted students to use as a resource, and annual reports, including maintaining and updating web pages.
Schedules the Graduate Affairs Committee meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility. Attends information sessions given by GPS.
Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.
Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts.
Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Issues departmental letters confirming a students’ status as needed.
Coordinates arrangements for graduate student events such as Orientation in Fall, Chair’s Meeting with new and returning students (Fall and Winter), Orientation BBQ, Academic Integrity Workshop, Research in Progress Seminars, Thesis defense celebrations and Annual Graduate Research Retreat . Assists the Student Affairs Officer with recruitment events including the Open House.
Produces reports and statistics in regard to the graduate studies program.
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 job description.
Other Qualifying Skills And/Or Abilities:
Must be client-focused and service-oriented, with a proven ability to interact with staff of all levels and students, listen, troubleshoot and assist students with problems. Demonstrated ability to transmit and receive information accurately. Proven organizational skills and ability to prioritize and multi-task to meet regular deadlines. Demonstrated ability to identify processes in need of improvement, an asset. Demonstrated ability to work independently and as a member of a team. Attention to detail and proven ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take minutes. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, web maintenance, Banner, SIS email and the Internet. English and French, spoken and written.
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 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
(MUNACA Level G) $31.19 - $38.65
33.75 (Full time)
Student Affairs Officer
Position End Date (If applicable):
2027-10-30
2026-10-21
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.