Student Affairs Coordinator

McGill University

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Hiring Unit:

School of Religious Studies

Position Summary:
Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Advises students and resolves problems in relation to their file. Produces and coordinates distribution of documents.
Major Duties and Responsibilities:
1.    Receives and provides detailed information and explanations to students.  Participates in the organization of admissions and registration.  Prepares, examines and verifies admissions and registration session files.  Ensures follow-up.  Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.

2.    Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits and probationary status.  Prepares and verifies files.  Coordinates and schedules student interviews.

3.    Informs 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.

4.    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 admissions process.

5.    Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities.  Provides explanations related to academic regulations, student records, programs and calendars. Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.

6.    Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students.  Prepares documents for convocation, attends and assists with this event.

7.    Maintains filing system and prepares material for archiving.  Performs data entry and updating of student files.  Resolves related problems.

8.    Produces reports and statistics involving the determination of variables, sorting queries and the selection of format.

9.    Organizes meetings and attends various committees such as the admissions or program committees. Prepares minutes and follows up as required.  Provides information to other members of the unit on files for which she/he has specific knowledge and experience.

10.    Maintains up-to-date knowledge of current policies, procedures and regulations.

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 organizational skills and ability to multi-task. Ability to prioritize, meet strict deadlines and to work under pressure. Excellent written communication and interpersonal skills. Experience taking minutes for meetings. Accuracy, attention to detail, and resourcefulness. Proven ability to listen to and assist student and to be service-oriented. Proven ability to work independently and as part of a team. Proven ability to take initiative, resolve issues and problem solve in area of responsibility. Demonstrated ability to work in a PC environment using Windows, word-processing, databases, spreadsheets, Banner, Minerva (SIS). Demonstrated discretion in dealing with confidential information

Knowledge of French and English: 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 (fluent) on a scale of 0-4.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level F) $29.42 – $36.46

Hours per Week:

33.75 (Full time)


Administrative Supervisor

Position End Date (If applicable):

Deadline to Apply:


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, [email protected] .

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