Service Representative

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McGill’s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.

Position Summary:
Under the direction of the immediate supervisor, performs duties related to admissions and registration, and student accounts. Provides information and explanations concerning programs, policies and procedures. Processes admission applications, registrations, transcript requests and activities related to student account fee payments. Maintains files and records and resolves related problems.
Major Duties and Responsibilities:

• Provides general and detailed information concerning University programs and policies. Advises others concerning admission, registration and student accounts procedures. Ensures distribution of information packages, letters, forms and applications.
• Processes documents related to admissions, registration and placement tests. Assesses eligibility according to established guidelines. Prepares acknowledgement and decision letters.
• Maintains, updates records and files. Sorts, codes, enters and verifies information. Ensures the accuracy and completeness of information. Investigates and follows up on discrepancies. Consults appropriate documentation or resource persons in order to obtain and provide information. Resolves problems. Refers complex problems to resource persons.
• Explains and demonstrates the use of computerized information systems such as an automated registration system and student accounts system. Provides assistance in completing various forms.
• Initiates others in unit activities. Follows up as appropriate
• Receives and follows up on matters related to student account fee payments. Processes requests for transcripts and letter of attestation. Produces ID cards and Health Cards.
• Prepares documents such as lists and reports
• Maintains inventory of materials and supplies for unit.
• Uses standard office equipment such as computer and photocopier

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:

• Demonstrated client-focus and service-oriented.
• Demonstrated ability to work in a PC environment using word-processing, spreadsheets, databases, e-mail and the internet.
• Knowledge of Banner SIS.
• Demonstrated organizational skills and ability to multi-task, prioritize, meet deadlines and solve problems in area of responsibility.
• Attention to detail.
• Demonstrated ability to clearly transmit and receive information.
• English and French, spoken, written and read.
• Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting in both official languages.
• Proven ability to work autonomously and as a member of a team.
• Demonstrated ability to take initiative and problem-solve.
• Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Proven discretion in dealing with confidential information.

Minimum Education and Experience:

DEP – Office Systems 3 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:

(MUNACA Level 09F) $22.97 – $31.67

Hours per Week:

33.75 (Full time)

Supervisor:

Client Service Manager

Position End Date (If applicable):

Deadline to Apply:

2022-11-13

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 .