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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 a resource person regarding academic and administrative policies and procedures. Resolves problems within the 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.

Assists the Student Affairs Administrator in addressing students’ inquiries, admissions and registration. Assists the Student Affairs Administrator in completing and approving forms concerning course or program changes, interdepartmental or interuniversity registration, residency and internship programs.

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.

Coordinates the 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 the admission process.

Supporting the Student Affairs Administrator in compiling information, verifying and updating timetables and calendar entries. Supporting the Student Affairs Administrator in coordinating submission to the central scheduling system. Maintains a current file of courses, calendars, programs, students and graduates.

Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.

Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Prepares for and attends evaluation meetings and follows up as required.

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.

Administers Workday processes for the relevant programs.

Performs other related activities as required.

Other Qualifying Skills and/or Abilities:

Customer-focused and service-oriented with a proven ability to communicate clearly and effectively at all levels.

Experience working with various student populations including undergraduate, graduate and continuing studies.

Experience providing support to faculty/researchers. Demonstrated organizational skills, and ability to prioritize and multi-task to meet regular deadlines.

Proven ability to work under tight deadlines and manage multiple priorities.

Strong attention to detail as it pertains to data entry and reviewing student records.

Demonstrated ability to provide support for various administrative activities.

Demonstrated discretion in dealing with confidential information.

Active listening skills as well as the ability to clearly transmit and receive information both in writing and verbally.

Proven ability to work independently and as part of a team. Experience with information/administrative systems (e.g. WORKDAY, Banner and Minerva SIS) and ability to work in a PC environment with computer applications, databases, and presentation software, as well as spreadsheets and word processing programs (e.g., MS Excel, Word, PowerPoint, Access, Teams, Zoom).

Knowledge with DCU, SLATE, MyProgress is an asset

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.

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:

Administrative Officer

Position End Date (If applicable):

Deadline to Apply:

2025-01-15

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.