Administrative and Student Affairs Coordinator (CR4040)

McGill University - Human Resources
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 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.
  • 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.

The list of duties and responsibilities outlined above is representative and not aActs as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility.

Education & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years' related experience

Other Qualifying Skills And/Or Abilities: 
Demonstrated organizational skills and ability to prioritize and meet strict deadlines. Proven ability to act as a resource person to academic staff, visitors and students, regarding academic and administrative policies and procedures. Demonstrated knowledge of basic accounting principles.Demonstrated ability to compose routine correspondence, to proofread and edit, to record minutes and to maintain web pages. Demonstrated ability to provide support for various administrative activities, including organizing events, coordinating publicity and brochures and producing reports. Demonstrated ability to clearly transmit and receive information both verbally and in writing. Must be client focused and service oriented. Demonstrated accuracy and attention to detail. Ability to work in a PC environment using word-processing, spreadsheets, database, e-mail, MINERVA, Banner (SIS, FIS, HRIS), POPS and web navigation. English, spoken and written. French, spoken.
Reference Number: 
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$23.40 - $32.28
Faculty of Arts
McGill Institute for the Study of Canada
Position Type: 
Hours Per Week: 
End Date: 
Wednesday, September 30, 2020
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apply.arts [at]

The deadline to apply for this position is November 19, 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 Arts will only contact applicants selected for an interview.