Student Affairs Coordinator
3 weeks ago
Please refer to the
job aid for instructions on how to apply.
Position Summary:
Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes, and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Informs students and resolves problems in relation to their files. Produces and coordinates the distribution of documents.
Major Duties and Responsibilities:
1. Receives and provides detailed information and explanations to students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning the course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
2. 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.
5. Controls enrolment in courses. Compiles information and verifies and updates timetables and calendar entries. Coordinates submission to the 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.
6. Obtains and compiles grades. Completes and verifies lists of examination results. Selects and adapts the calculation formula according to the grading system given by the professor. 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 for and attends evaluation meetings and follows up as required.
7. Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.
8. Produces reports and statistics involving the determination of variables, sorting queries and the selection of format.
9. Produces and signs correspondence and instructions related to the duties of the position. Types of various documents. Compiles information, updates, formats and edits, for grammar and accuracy, and unit publications related to student affairs. Coordinates publication of materials in consultation with appropriate resource persons, including maintaining and updating Web pages.
11. Organizes meetings and attends various committees, such as the admissions or program committees. Prepares minutes and follows up as required. Provides information to other members of the unit on files for which she/he has specific knowledge and experience.
12. Maintains up-to-date knowledge of current policies, procedures and regulations.
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:
- Experience in student affairs or a university setting- Demonstrated organizational skills and ability to multi-task.- Must be service-oriented and able to transmit and receive information accurately.- Excellent written communication and interpersonal skills, especially when de-escalating matters.- Demonstrated ability to work in a PC environment using Windows, word-processing, databases, and spreadsheets, and to learn and effectively use all relevant student information systems.- Accuracy, attention to detail, and resourcefulness.- Proven ability to listen to and assist students.- Proven ability to work independently and as part of a team.
- 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 F) $29.42 - $36.46
- Hours per Week:
- 33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
2024-09-02
- Deadline to Apply:
- 2023-07-27
- ._
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