Administrative Student Affairs Coordinator
3 weeks ago
Please refer to the
job aid for instructions on how to apply.
Hiring Unit: School of Information Studies, Faculty of Arts
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.- 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 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 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. Prepares for and attends evaluation meetings and follows up as required.- 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.- 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.
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:
Demonstrated experience working with students in a variety of problems and or situations. Attention to detail as it pertains to coding, reviewing or summarizing student records. 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. 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.
- Knowledge of French and 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 (fluent) on a scale of 0-4._
- Minimum Education and Experience:
- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level G) $31.19 - $38.65
- Hours per Week:
- 33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
Deadline to Apply:
- 2023-12-03
- ._
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