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Administrative Student Affairs Coordinator

5 months ago

Montréal, 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 a resource person regarding academic and administrative policies and procedures. Resolves problems within the 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.
- Compiles information 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.
- 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.
- Administers Workday processes for the relevant programs.
- Administers accounts for the 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.

Other Qualifying Skills and/or Abilities:

- Customer-focused and service-oriented with a proven ability to communicate clearly and effectively at all levels.
- Experience working with various student populations including undergraduate, graduate and continuing studies.
- Experience providing support to faculty/researchers. Demonstrated organizational skills, and ability to prioritize and multi-task to meet regular deadlines.
- Proven ability to work under tight deadlines and manage multiple priorities.
- Strong attention to detail as it pertains to data entry and reviewing student records.
- Demonstrated ability to provide support for various administrative activities.
- Demonstrated discretion in dealing with confidential information.
- Active listening skills as well as the ability to clearly transmit and receive information both in writing and verbally.- 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.
- Minimum Education and Experience:

- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:



(MUNACA Level G) $30.28 - $37.52
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Administrative Officer
Position End Date (If applicable):

Deadline to Apply:

- 2023-02-20
- ._