Administrative Student Affairs Coordinator

2 weeks ago

Montreal, Quebec, Canada McGill University Full time
Please refer to the

job aid for instructions on how to apply.

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 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.
  • Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Followsup on and ensures appropriate implementation of decisions made by supervisor.
  • Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
  • Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
  • Schedules 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.
  • Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
  • Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
  • Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures followup.
  • Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.


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.


Other Qualifying Skills and/or Abilities:


Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (staff, faculty, students, etc).

Demonstrated experience with administrative duties including room bookings. Excellent organizational skills and attention to detail. Demonstrated experience working with students to resolve a variety of problems. Demonstrated knowledge of academic and student related policies and procedures.

Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally.

Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated initiative with the ability to work independently and as part of a team. Proven ability to prioritize and multi-task to meet strict deadlines. Demonstrated skill to work in a PC environment with an excellent command of Word, Excel, Power Point and Outlook. Experience with website and social media updates. Experience with Student Admission System, BANNER (SIS and BSA Award processing) and MINERVA. English and French, spoken and written.

LI-Hybrid

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

Hourly Salary:
(MUNACA Level G) $ $37.52

  • Hours per Week:
Full time)

Supervisor:
Fellowships Administrator
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