Student Affairs Coordinator (CR4711, PED46, MC9)

Position Context:

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.  Advises students and resolves problems in relation to their file.  Produces and coordinates distribution of documents.

Primary Responsibilities:

• 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 course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
• Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process.
• 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.
• Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.
• Controls enrolment in courses. 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 defense examinations and the submission of theses and dissertations.
• Produces and signs correspondence and instructions related to the duties of the position. Types various documents. Compiles information, updates, formats and edits, for grammar and accuracy, unit publications related to student affairs. Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating Web pages. 

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.

Education/Experience:

DEP (Secretarial/Office Systems)

Four (4) years' related experience

Other Qualifying Skills and/or Abilities:

Excellent ability to deal and provide detailed information and technical explanations to national and international students, teaching staff and governmental bodies. Impeccable handling of records in a large amount of files and electronic data within defined processes and deadlines. Attention to detail, experience in organizing large amounts of data, i.e. forms, CVs, calculations. Data entry with Microsoft package, production of electronic reports and statistics (Banner, Minerva, possibly other IT programs). Multi-tasking. Spoken and written English and French. Knowledge of international education systems, Canadian & Quebec legal requirements (working and studying rules, laws, policies, procedures and regulations) an asset.

How to Apply:

Please submit your electronic application via the web at https://www.hreng.mcgill.ca/applicant. Click on "Application Form" or by email at pcoordinator [dot] engineering [at] mcgill [dot] ca.

Applications must be received no later than October 8, 2013 at 5:00 PM.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.