Administrative and Student Affairs Coordinator (CR2606)

McGill University - Human Resources
UNIONIZED POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Admin. Student Affairs Coord (PED 00117, DD010A, Level 010A)
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 & Responsibilities: 
  • Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within 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.
  • Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.
  • 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.
  • 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 admission process.
  • 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 administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations
  • Compiles information in order to prepare grant applications, liaises with other institutions in this compilation and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that guidelines are followed.
  • Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

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: 
Other Qualifying Skills and/or Abilities: Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Demonstrated initiative, organizational skills and excellent attention to detail. Demonstrated knowledge of academic and student related policies and procedures. Proven ability to prioritize and multi-task to meet deadlines. Demonstrated ability to work independently and as part of a team. Ability to perform under pressure and be resourceful. Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally. Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated initiative with the ability to work independently and as part of a team. Demonstrated knowledge of collective agreements (AGSEMS, AMUSE (Post Docs). Experience working with postdoctoral students and immigration processes (LMIA) an asset. Experience with processing BSA payment, stipends, scholarships, etc. Strong computing skill with ability to use advanced software (i.e., (Word), spreadsheets (Excel) and Outlook, databases, web applications, etc.). Experience with McGill applications (uApply, BANNER SIS/FIS, Minerva). English (spoken and written) and French (spoken and read).
Reference Number: 
19-1008/CR2606
Supervisor's Title: 
Student Advising Administrator
Salary Scale: 
$23.40 - $32.28
Faculty/Unit: 
Faculty of Science
Psychology
Position Type: 
Full-Time
Hours Per Week: 
33.75
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Science:

Mail

McGill University, Faculty of Science, HR Services

853 Sherbrooke Street West (Dawson Hall), room 314

Montreal, Quebec

H3A 0G5

Email

apo.science [at] mcgill.ca

The deadline to apply for this position is October 16, 2019 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Science will only contact applicants selected for an interview.