Job Description

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Position Summary:

Under the direction of the immediate supervisor, in the Faculty of Arts, Administrative Service Centre (ASC) provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit\xe2\x80\x99s 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 resource person regarding academic and administrative 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.
• Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity 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. Verifies that student files are complete and, as required, ensures necessary linkage with admission process.
• Advises 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.
• Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. 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.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

• 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:

Must be client-focused and service-oriented, with a proven ability to build good working relationships with staff, students and faculty, proven ability to deal with students in crisis and assist with complex problems. Knowledge and experience dealing with undergraduate and graduate programs. Experience with Workday\xe2\x80\x99s recruiting coordinator and local timekeeper roles. Experience in assisting with tracking graduate funding from internal and external sources. Must be able to demonstrate a high level of professionalism and discretion and attention to detail at all times. Proven ability to adapt to change. Demonstrated ability to clearly transmit and receive information both verbally and in writing, including proofreading documents using appropriate spelling, grammar, punctuation and formatting as well las maintaining web pages. Knowledge of the Graduate and Undergraduate Research Trainee process, an asset. Experience in organizing student events, assist in creating social media posts for outreach. Experience multitasking in a high-volume unit that serves multiple departments. Demonstrated ability to work and solve issues autonomously. Proven ability to work as a member of a team and serve as back up. Ability to work in a PC environment using word-processing, spreadsheets (create pivot tables), database, e-mail and e-mail service accounts, MINERVA, Banner (SIS,), uApply, myProgress, DCU, e-calendar, HTML/DRUPAL.

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 G) $31.19 - $38.65

Hours per Week: 33.75 (Full time)

Supervisor: Area Manager

Position End Date (If applicable): 2024-04-05

Deadline to Apply: 2023-11-13

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, .

McGill University