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Associate Director Student Affairs

3 months ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Employment opportunity available at Macdonald Campus, located in Ste-Anne-de-Bellevue. Seeking an experienced individual for a faculty-based Student Affairs Office.

Position Summary:
Reporting to the Associate Dean, directs all operations and services provided by a faculty-based Student Affairs Office and ensures the achievement of its strategic mission and goals. Provides professional expertise to ensure best practices in the following activities: Student recruitment, admissions, advising and student records, scholarships, class scheduling, formal exam sessions, convocation and other events. Directly supervise a large team of professional specialists and support staff. Works closely with Associate Dean to achieve resolution of complex issues and implement new initiatives.

Primary Responsibilities:
Leads the SAO in the day-to-day operations of the faculty’s student-centred mission; directs workflow priorities, ensures consistency of practice and optimum levels of service. Ensure that relevant documentation and messaging prepared by the unit are up-to-date, accurate and reflecting University and Faculty latest policies and procedures (including production and distribution of numerous forms, web forms, instructions used within and outside the Faculty).

Manages and reviews on ongoing basis protocols/procedures in light of student’s needs and evolving policies. Anticipates problems and requirements, and develops methodology to resolve and/or accommodate these and ensure effective functioning of the system.

Participates in senior level meetings and represents the Faculty as member of several university-level committees and sub-committees. Serves as senior advisor at these committees involved with student affairs matters.

Liaises and fosters collaboration with other units at McGill, such as academic departments, Student Affairs offices in other faculties, Enrolment Services, etc.

Provides input into, and reviews, formal partnership agreements with international institutions applicable to special programs for undergraduate students. Applies due diligence to ensure that terms of these agreements are in line with University and Faculty policies.

ADVISING, STUDENT RECORDS, FORMAL EXAM SESSIONS

Works closely with the Faculty Advisor/Student Affairs Officer and provides leadership in the support of students’ educational goals to achieve their academic and career plans. Provides input and recommendations when aware of students experiencing academic performance issues, failing or at risk of failing. Refers students showing mental health issues to local Wellness Advisor or Wellness hub.

Responsible for the overall planning and organization of final exam and deferred exam sessions administered by the Faculty (up to 12 days of exams in fall and winter, and up to 4 days of deferrals). Supports the Student Affairs Officer in the process of exam session preparation, general set-up and logistics, hiring of invigilators, and other details. Intervenes as needed with issues arising during final exams.

Provides expertise during the review of graduating students’ records and preparation/finalization of graduation approvals.

Oversees the process of ID card production for both faculty students and staff. Addresses any issues that may arise in relation to this service.

Provides feedback on class timetabling/classroom allocation issues for Macdonald Campus requests and implements mitigating measures when needed, sometimes resulting from building renovations issues and classroom limitations.

SCHOLARSHIPS

STUDENT RECRUITMENT

Participates in yearly meetings with the University Planning Office to help set Faculty enrolment targets for the incoming class. Addresses and responds to factors likely to affect set targets. Provides recommendations for the Faculty’s strategic plan for student recruitment, based on analysis of data from previous years. Plans yield activities for the faculty/campus of various nature including virtual student panels, webinars and in-person campus events during the yield period.

Reviews visit reports from the unit’s Student Recruiters to track progress during the recruitment season. As needed, may participate in some recruitment activities.

Oversees the production and updating of publications needed for recruitment purposes (Viewbook, Essential Guide). Reviews and approves advertising requests to promote campus programs.

Oversees the plan for Campus tours for prospective students under the responsibility of the designated Student Recruiter. Keeps abreast of recruitment done via social media.

CONVOCATION AND OTHER EVENTS

Oversees the logistics and planning of special events taking place at Macdonald Campus: Namely, Convocation (spring), Open House (fall, held downtown), yield activities (Meet McGill, etc.), Orientation (late August), and other events that may be hosted at the Macdonald Campus. Provides guidance to Student Af