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Student Affairs Coordinator (14-0706/CR5265)

Position Title: Student Affairs Coordinator (PED 00046, MC0009, Level 09)

Faculty/Unit: Faculty of Medicine, School of Phsyical and Occupational Therapy

Supervisor's Title: Student Affairs Administrator

Salary Scale: $20.45 /h - $28.21 /h

Position Type: Full-Time

Hours Per Week: 33.75

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

Major Duties & 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.
  • 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.
  • Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
  • 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.
  • Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars.
  • 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.

Education & Experience:

DEP (Secretarial/Office Systems)
Four (4) years related experience

Other Qualifying Skills And/Or Abilities:

Must be client-focused and service-oriented. Demonstrated ability to clearly transmit and receive information. Demonstrated experience working with students. Demonstrated ability to listen and assist students and staff with problems. Demonstrated organizational skills and ability to multi-task. Attention to detail. Demonstrated ability to prioritize and meet deadlines. Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets, web maintenance and presentation software. Demonstrated knowledge of Banner SIS & FIS and Minerva. English and French, spoken and written.

How To Apply:

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now (http://www.mcgill.ca/medhr/positionsavailable/
apply-now). Click on “APPLY NOW”. 


Temporary Assignment

Position Title: Accounts Administrator (CR6225, PED103, MC8)

Faculty/Unit: Faculty of Medicine, School of Physical & Occupational Therapy

Reporting to: Adminsitrative Officer

Hours Per Week: 33.75

Salary Range: $20.31 - $28.03

Duration: 1 year (with possibility of extension)

Reference Number: CR6225

Job Description:
Under the direction of the immediate supervisor, administers accounts. Acts as resource person and resolves problems. Processes or monitors the processing of financial, accounting and payroll transactions. Examines, analyses and reconciles accounting and financial records as well as documents such as bank statements, expenditures, budgets, loans, and others. Ensures accuracy and compliance with University, government and granting agency guidelines, as well as accounting, reporting and payroll policies and procedures. Performs various administrative tasks according to the needs of the unit.

Primary Responsibilities OR Major Duties and Responsibilities:

  • Administers accounts. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
  • Ensures accuracy and compliance with University, government and granting agency guidelines, tax laws as well as accounting, reporting and payroll policies and procedures. Maintains up-to-date knowledge of these matters and gives explanations to researchers, staff and agencies.
  • Sets up accounts, sub-accounts, and budgets. Approves expenditures, receives funds and processes deposits. Compiles and prepares material to be sent to bank. Reviews, verifies and processes expense reports, requisitions, claims, advances, savings bonds, invoicing and charges.
  • Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
  • Prepares schedules, reports and financial statements. Makes recommendations on budget allocations. Supplies information and documentation to auditors.
  • Performs various administrative and clerical tasks according to the needs of the unit. Prepares correspondence related to the duties of the position. Liaises with appropriate resource persons.

Education/Experience: DEP (Accounting) or 3 years related experience

Other Qualifing Skills and/or Abilities:

Demonstrated experience working with academic and administrative staff by receiving and providing detailed information and explanations to them. Demonstrated organizational skills and ability to multi-task. Attention to detail as it pertains to preparing and verifying financial statements, expense reports, and detailed financial reports. Demonstrated ability to meet deadlines, especially with respect to month-end, year-end, and agency driven deadlines. Must be customer-focused and service-oriented. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to work in a computerized environment using word-processing, databases, spreadsheets and presentation software. Proven experience with WebCT, web design and Dreamweaver. Demonstrated ability to use Banner, Minerva and POPS. English and French, spoken and written are required.

How to Apply:

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now. Click on “APPLY NOW”.

Applications must be received no later than 5 working days after posting date.


Research Assistant Opportunities

There are no research assistant opportunities at the present time.


Teaching Assistant Opportunities

A Teaching Assistant is a graduate student appointed to assist a Course Supervisor with the instruction and evaluation of students in a course. A Teaching Assistant works under the guidance and supervision of the Course Supervisor who is responsible for setting the course objectives, content and method of instruction as well as final grades and grading practices of the course. Further information about Teaching Assistanships at McGill University can be found through the AGSEM website AGSEM

"McGill University is Committed to Equity in Employment"

Available Positions

The deadline for receipt of applications for supplementary Teaching Assistantship postings for the Fall term is at the beginning of September.

Please see the  available positions on CAPS My Future :

NOTE: All applicants must apply by the close of the posting through CAPS My Future