Administrative Student Affairs Coordinator

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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 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 program. Collects and presents factual information relating to area of responsibility and recommends procedural changes to improve the effective functioning of the program. Collaborates with supervisor and other staff in establishing work priorities. Follows-up 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 the program. Completes and approves forms concerning program changes.
• Advises students in relation to their files. Resolves problems. Ensures the application of regulations and deadlines.
• Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the program. Maintains a current file of courses, calendars, and students.
• Organizes specific operations with regard to the start of the program’s sessions. Prepares the program’s timetables and schedules.
• Verifies and compiles student’s grades.
• Administers the program’s accounts. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
• Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, newsletters and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
• Schedules meetings and contacts participants. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Receives and screens telephone calls. Directs callers to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
• Coordinates arrangements for events such as the program’s conferences. Makes travel arrangements.

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.

Other Qualifying Skills and/or Abilities:

• Bachelors’ degree in education or bachelors’ degree in administration combined with experience in education administration is preferred.
• Excellent communication skills in English and French, spoken and written
• At least 2 years of experience in education administration
• Ability to work autonomously and as part of a team in a fast-paced environment
• Excellent organizational and interpersonal skills. High level of attention to details
• Resourceful and able to organize work, multi-task, meet deadlines, take initiative, problem-solve and be flexible to changing circumstances
• Detail-oriented with demonstrated ability to provide support to various levels of administration
• Ability to work, carry on multiple projects within the same timeframe,
• Competency with computer programs, including Microsoft Office (Word, Excel and Powerpoint) and Adobe Pro
• Qualtrics, graphic design, and website building using Squarespace knowledge are assets
• Knowledge of McGill University’s administrative and financial policies and procedures is an asset.

This position is part of the Language Training Program (the “program”) of Dialogue McGill, based in McGill’s Faculty of Medicine and Health Sciences (https://www.dialoguemcgill.ca/en/home) and is paid through research funds.

McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level G) $31.19 – $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director, Dialogue Projects

Position End Date (If applicable):

2025-05-31

Deadline to Apply:

2024-02-17

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

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