Job Description

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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:Provides administrative and secretarial support for the Quantitative Life Sciences (QLS) and Biophysics Programs. Organizes the Director's agenda according to priorities and commitments. Screens and sorts mail. Schedules meetings and assists with preparation of agenda. Attends meetings, takes minutes and follows up on action required. Books rooms as needed. Prepares and processes expense reports. Receives and provides detailed information and explanations to prospective and current students. Participates in the organization of recruitment and admissions for the graduate program. Prepares, examines and verifies admissions and registration files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and 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 application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Ensures that students are informed of procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. Once decisions reached, prepares all necessary paperwork for submission to Graduate Studies Office. Ensures that graduate student tuition fees and other student fees are properly assessed. Verifies results of language tests and informs students of course of action in case of failure; follows up on these cases. Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations. Maintains up-to-date knowledge of current policies, procedures and regulations related to graduate student affairs. Performs data entry and updating of student files. Resolves related problems. Maintains the QLS and Biophysics program websites and the MiCM (McGill initiative in Computational Medicine) training website up to date. Updates and posts information and documents online, including information on upcoming workshops and registration instructions. Verifies hyperlinks regularly. Converts documents from native format to appropriate format for posting on web. Posts to social media channels. Organizes the logistics for core courses, seminars, annual research days and workshops: scheduling, registrations, setting up Zoom meetings, room bookings (when needed), waitlists, IT and A/V needs, etc. Maintains an administrative system to ensure backup and archiving of MiCM workshop materials. Uploads past workshop materials to the website and GitHub. Prepares certificates of attendance for workshop participants.


Other Qualifying Skills and/or Abilities:

Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Demonstrated experience working with students and knowledge of student policies and procedures. Demonstrated initiative, organizational skills and excellent attention to detail. Proven ability to prioritize and multi-task to meet deadlines, attention to detail and strong organizational skills. Demonstrated ability to work independently and as part of a team. Ability to perform under pressure. Effective communication skills (ability to clearly transmit and receive information both in writing and verbally). At ease in a computerized environment with ability to use advanced software - Word and Excel. Knowledge of Web Management Systems platform. Experience with McGill applications (Slate, Minerva, GPS-FAD, BSA, Banner SIS and FIS). English and French, spoken and written.



As one of Montreal's Top Employers, here is what we offer: Competitive benefits package (Health, Dental, Life Insurance) (if eligible)*
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)*
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA) Competitive vacation policy Two (2) personal days Two (2) floating holidays Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day Paid time off over the December holiday period Tuition waiver for regular employees and their dependents Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.



Knowledge of 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 (qualifier) on a scale of 0-4.



For a definition of our language proficiency levels, please click here.
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:
Program Administrator
Position End Date (If applicable):
Deadline to Apply:
2025-07-29McGill 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.