Job Description

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Under the direction of the Manager Student Affairs, the Administrative Student Affairs Coordinator provides administrative and student affairs support related to the Faculty's Graduate Programs. Participates in ensuring the smooth functioning of the unit's operations working cohesively with the other units of the Student Affairs team. Responsible for documents and files of unit. Acts as resource person for policies and procedures of the accredited and pending accreditation clinical programs. Coordinates activities related to admission, courses, registrations, examinations, evaluations and graduation. Advises students and residents and resolves problems in relation to their files. Edits documents for grammar and accuracy.
Major Duties and Responsibilities:

• Acts as resource person regarding academic and administrative policies and procedures for all graduate programs. 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.

• Works closely with the Manager Student Affairs and the graduate program directors on the day-to-day operations of the graduate programs including but not limited to the PhD, MSc and diploma programs. Recommends procedural changes to improve the effective 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.

• Act as the primary point of contact for the graduate students and for the graduate supervisors from enquiries, admissions, graduation and post - graduation follow-up. Act as secretary for all graduate committee meetings sharing responsibilities with other unit members.

• Coordinate admissions of graduate students in collaboration with other student affairs units at the faculty, program directors and external university units

• Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines until graduation. According to the needs of the unit, prepares orientation presentations, works on immigration issues, advises students, assists the Manager of the unit with graduate student funding processing.

• Coordinates PhD comprehensive exams and defences wit the PhD program director

• Identifies and analyses discrepancies and errors in the student file. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems.

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:

• Ability to perform under pressure and be resourceful.

• Demonstrated experience working with students and problem-solving in a variety of situations. Demonstrated knowledge of academic and student related policies and procedures.

• Demonstrated organizational skills and ability to multitask.

• Attention to detail as it pertains to reviewing or summarizing student records.

• Demonstrated ability to meet deadlines.

• Customer-focused and service-oriented.

• Experience with policy and procedure enforcement.

• Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally in English and French.

• Demonstrated ability to use Slate, Banner functions, Minerva, MS Office.

• Demonstrated ability to edit documentation for grammar, spelling and punctuation.

• Proven problem solving and ability to take initiative within areas of responsibility.

• Demonstrated knowledge of academic and student related policies and procedures.

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 # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click .
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: Manager Student Affairs
Position End Date (If applicable):
Deadline to Apply: 2025-09-18
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, .

Skills Required