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Position Summary:
Under the direction of the immediate supervisor, provides administrative support for the Departments of Music Research and Performance with primary responsibilities related to scheduling, practical instruction and examinations as well as front-line support for the unit. Provides detailed information on policies and academic regulations to faculty and students. Verifies, processes and approves documents. Coordinates related activities. Advises faculty and students and resolves problems in relation to student files.

Major duties and responsibilities:

Participates in the process and organization of class scheduling, practical (individual and small ensemble) instruction and examinations (includes, but is not limited to, tasks related to allocating and reserving rooms, entering course enrollment capacities/pre-requisites/restrictions, registration, arranging for and preparing materials needed for judges/examiners/invigilators/accompanists, requesting performance production and venue requirements, as well as reserving and arranging for the tuning of instruments). As appropriate, this can also include verifying/recommending changes needed for course/program/e-calendar information and handling or referring interdepartmental or inter-university registrations.

As one of the first contacts for the unit, greets students, academic staff, and other parties. Receives and provides detailed information and explanations to students and faculty; refers as needed and ensures follow-up. Prepares and verifies related documents.

Provides general and detailed information and explains procedures concerning Schulich School of Music Undergraduate and Graduate level programs, registration, examination procedures and requirements, fees and other relevant information.

Informs students in relation to their files. Resolves problems, refers complex cases and ensures the application of academic regulations and deadlines by faculty and students.

Acts as resource person regarding academic policies and procedures. Resolves problems within 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.

Produces correspondence, processes, reports, statistics, and instructions related to the duties of the position. Ensures accuracy and timely posting of essential information.

Compiles information, updates, formats, and edits unit publications for grammar and accuracy. Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating relevant systems (e.g. spreadsheets, scheduling and room booking systems, web pages). Notes required actions and ensures follow-up.

Acts as a liaison and coordinator for Marianopolis College students participating in relevant Schulich School of Music activities (e.g. entrance auditions, practical instruction).

Provides secretarial and clerical support to the Chairs of the Departments of Music Research and Performance and other team members as needed. May include maintaining schedules and agendas, organizing and attending meetings with related tasks such as agenda and minute preparation, responding to departmental correspondence, participating in employment processes performing Workday tasks as required, assisting in course evaluation procedures, assisting in the planning and organization of special events such as for guest lecturers/masterclasses/conferences.

Supports other Music units during peak periods for the planning and execution of events related to prospective and current student cycles including, for example, recruitment activities, admissions/entrance auditions, orientation, registration, grade submission, convocation and information sessions and covers the front desk when needed.

Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility and recommends procedural changes to improve the efficient functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.

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.

Must be available to work flexible hours: weekends (during audition/exam periods as needed or when needed to meet critical deadlines) and some summer Fridays in July and August.

During peak periods (e.g. end of August/beginning of September and beginning of January) and during the initial probationary period, this position may be asked to work 100% on campus; the remainder of the year, a flexible work option plan may be requested following the University guidelines (e.g. 3-Office, 2-WFH)

Other Qualifying Skills and/or Abilities:

Experience with the educational environment specific to a music school a strong asset.

Experience working with students at university level as well as scheduling processes an asset. Demonstrated organizational skills and ability to multi-task. Must be service-oriented and able to transmit and receive information accurately. Excellent written communication and interpersonal skills. Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven organizational skills and ability to multi-task and track data to meet deadlines. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to listen to and assist students with problems. Ability to work independently and as part of a team. Proven ability to work in a PC environment using Microsoft Office (Excel, Word, Access, PowerPoint) and software such as Minerva, Banner SIS, Workday, Slate, etc. Strong verbal and written communication skills in English and French. 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.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Administrative Officer

Position End Date (If applicable):

Deadline to Apply:

2025-01-12

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.