Administrative Student Affairs Coordinator

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary:

Reporting to the Manager, Administration and under the direct supervision of the Director of the Clinical Partnerships Office, assists in the organization and coordination of the clinical placements of nursing students across all programs. Maintains the Health Sciences Placement Network (HSPnet) web-based database. Liaises with students, various departments on campus and the Receiving Agencies to ensure that all requirements are met. Tracks the clinical activity of students and assists the AEC-HR Admin Office in gathering required information for the hiring of Clinical Instructors.

Major Duties and Responsibilities:

• Assists in preparing application files for students applying to the School’s Ambassador program (i.e., selection of students, entering student names in the University’s Travel Registry, ensuring all documents are provided, etc.);
• Assists in tracking the different Teaching Agreements, Contracts and Affiliation Agreements that the School has with agencies at the local, provincial, national and international level;
• Sends out clinical placement surveys, identified by course, to students prior to entry to clinical settings in order to gather information that will be used in assigning students to the different clinical settings;
• Transmits information regarding immunization, mask-fitting and all clinical requirements for students entering the clinical setting;
• Coordinate sessions for students to obtain missing clinical requirements (ex.: mask fitting);
• Communicates information from the Receiving Agencies to the students regarding ID cards, lockers, certification forms, etc.
• Receives lists of new and returning clinical instructors from the course coordinators and transmits this information to the human resources Admin office.
• Gathers statistics from each clinical course and tabulates it for various stakeholders and reports;
• Maintains data in HSPnet (creates new student cohorts, removes student data once graduated, requests new placement sites, etc.);
• Organizes meetings with course coordinators, Receiving Agencies and other stakeholders to review the previous year’s clinical placements, plan for the following year’s placements and review any ongoing or adhoc challenges. Compiles and distributes minutes from these meetings.
• Organizes the Preceptor Recognition Events, prepares award recipient certificates and tracks information on awardees.
• Generates billing and invoicing data (following the clinical placements) and liaises with both Finance and the clinical sites to coordinate payment.

Other Qualifying Skills and/or Abilities:

Bilingual (English and French, spoken and written) essential. The ability to liaise with internal and external clients and to work autonomously and as part of a team in a fast-paced, changing environment. Demonstrates professionalism and discretion. Proven ability to work under tight deadlines and to manage multiple priorities. Ability to anticipate possible difficulties, troubleshoot and implement solutions. Proven ability to work with and learn computer applications, databases and presentation software, as well as spreadsheets and word processing programs (e.g., the full Microsoft Office suite, including Access, Excel, Word, PowerPoint; Zoom, Skype, Blackboard Collaborate; etc.). Proven ability to easily adapt to a changing environment. Demonstrates creativity and strong organizational skills. Previous experience in an Educational setting an asset. Experience in supporting project management an asset.

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 #3 on a scale of 0-4.

This position is paid through research funds. 

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:

Manager Administration

Position End Date (If applicable):

2025-12-26

Deadline to Apply:

2024-11-20

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.

Read Full Description