Admissions Administrator

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Position Summary:

Under the supervision of the Manager, Medical Admissions, organizes and implements activities in support of and in accordance with the unit’s established policies, goals and objectives. This includes, but is not limited to, management of the volunteer Admissions rater pool (300 physicians and community members) who participate in the review of 2000 candidate CVs and 700 Medicine admissions interviews annually. Oversees the creation of MMI stations in compliance with best practices, including EDI requirements. Acts as secretary for all Admissions committees and subcommittees and ensures compliance with accreditation requirements to maintain the necessary governance standards.

  
Primary Responsibilities:

1. Admissions rater lifecycle

• Recruitment of raters,  administration of surveys (availability, sociodemograpic survey) and reporting

• Assignment, scheduling, communications for 300 raters for 700 Med interviews, 2000 CVs

• problem solve and manage absences in a high-stakes, time-sensitive environment

• Participate in delivery of rater training, ensure rater policy compliance (conflicts of interest mitigation)

2. Multiple Mini-Interviews (MMI) management

• Create and enforce the schedule for the stations to be developed, written, reviewed and approved, translated, delivered to the end user

• Provide administrative support to  MMI subcommittee members who create stations to edit and ensure compliance with best practices including equity, diversity and inclusion.

• supervision of MMI scriptwriter

• Contact and problem solving with Sim centre and Standardized Patient Educators

• schedule and attend script runs and rehearsals, follow-up edits, resolve issues with Sim and MMI committee

• Supervise station revision and coordination of beta-testing, translation

• Oversee rater folder creation, permissions, link sending

3. CV management

• Oversee batch creation and SharePoint distribution and ensure all CVs scored by assigned rater

• Work with analyst and operations administrator for file review process

4. Committees

• Prepare minutes and agendas for 5 committees

• Ensure creation of and compliance with timeline of committee work deliverables

• Membership tracking, procedural standards compliance and governance (accreditation requirements)

Other Qualifying Skills and/or Abilities

Client-focused, with a high level of tact, diplomacy, professionalism and a proven ability to establish productive relationships with faculty, staff, and prospective students. Experience working in a PC environment using word processing, strong knowledge of MS office suite, databases, e-mail, and the Internet. Knowledge of committee secretary duties. Experience with simulation or scenario-based assessment and learning an asset. Ability to apply complex polices, standards, and regulations to work. Excellent organizational skills and ability to multi-task in a demanding deadline-based environment. Proven ability to prioritize and meet weekly and monthly deadlines and resolve problems. Proven ability to work both autonomously and proactively as part of a cross functional team. Proven ability to take initiative, resolve issues and problem solve in area of responsibility. Demonstrated discretion in dealing with confidential information. Excellent English and French communication skills (written and spoken).

Minimum Education and Experience:

Bachelor’s Degree 1 Year Related Experience with Bachelor’s Degree / DEC III 3 Years Related Experience with DEC III

Annual Salary:

(MPEX Grade 03) $52,210.00 – $65,260.00 – $78,310.00

Hours per Week:

33.75 (Full time)

Supervisor:

Manager Medical Admissions

Position End Date (If applicable):

Deadline to Apply:

2022-10-05

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 .