Job Description

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Position Summary:
Under the direction of the immediate supervisor, organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit\xe2\x80\x99s operations. Provides administrative and secretarial support for administrative and student affairs activities. Assists in the organization of departmental activities. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Provides information to students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Performs accounting functions.

Major Duties and Responsibilities:

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  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.
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  Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admission and registration. Prepares, examines and verifies admission 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.
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  Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit and/or School, prepares rotation and other student activity including schedules, contacting the necessary officials to coordinate and verify placement.
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  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.
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  Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
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  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.
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  Prepares budgets or budget proposals. Monitors and reconciles accounts. Records expenses and provides account statements on request. Corrects errors and advises appropriate resource person.
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  Produces reports and statistics. Takes notes and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
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  Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
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  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.
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  Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.

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 interact with faculty, trainees, PhDs, Post Docs and staff of all levels and deal effectively and diplomatically in delicate situations; Previous experience working in a student affairs role is a strong asset; Demonstrated ability to listen and assist students with problems as they arise; Demonstrated ability to clearly transmit and receive information accurately; Excellent organizational skills; Demonstrated ability to prioritize and multi-task to meet regular deadlines and work under pressure; Proven ability to take initiative and to work independently and as a member of a team; Proven ability to take minutes and organize meetings; Familiarity with an academic environment; Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets, maintenance software and presentation software; Ability to use Minerva and other McGill systems applications, as required; English and French, spoken and written. Testing will be administered

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) $30.28 - $37.52















Hours per Week: 33.75 (Full time)





























Supervisor: Assoc Director Administration





























Position End Date (If applicable):















Deadline to Apply: 2023-03-02















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 .