Administrative and 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 and ensures appropriate implementation of decisions made by supervisor.
  • 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.
  • Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.
  • Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
  • 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.
  • Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  • 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.

Other Qualifying Skills and Abilities:

  • Demonstrated experience working with students in a variety of problems and or situations.
  • Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally.
  • Demonstrated organizational skills and ability to multitask.
  • Attention to detail as it pertains to coding, reviewing or summarizing student records.
  • Demonstrated ability to meet deadlines.
  • Customerfocused and serviceoriented.
  • Experience with policy and procedure enforcement.
  • Experience with McGill's web management system as a site editor and/or manager.
  • Demonstrated ability to use advanced Banner functions and Minerva.
  • English and French, spoken and written.
  • Proven ability to verify work.
  • Demonstrated ability to edit documentation for grammar, spelling and punctuation.
  • Proven problem solving and ability to take initiative within areas of responsibility.
  • Demonstrated ability to compose routine correspondence, to proofread and edit, to record minutes and to maintain web pages.
  • Demonstrated knowledge of academic and student related policies and procedures.
  • Ability to perform under pressure and be resource

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