Job Description

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This is a full-time position situated in the Department of Electrical and Computer Engineering, Faculty of Engineering. This is a contract without an end date.

Position Summary:
Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Advises students and resolves problems in relation to their file. Produces and coordinates distribution of documents.

Major Duties and Responsibilities:

Receives and provides detailed information and explanations to graduate students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Examines and verifies admission documents, calculates CGPA\xe2\x80\x99s and records information. Prepares department recommendation for admission letters. Notifies students of admission results.

Liaises with graduate students, teaching staff, departments, faculties. Provides explanations related to academic regulations, student records, programs and calendars. Takes calls, answers emails, and conducts in-person meetings with current and prospective students.

Prepares registration information for new and returning graduate students. Provides guidance to graduate students and academics on program requirements. Verifies graduate student registration. Resolves problems. Approves requests for interdepartmental or inter-university registration. Ensures the application of academic regulations and deadlines.

Assists with coordination of application process for awards, scholarships and fellowships. Identifies and verifies files of graduating students. Organizes new student orientation in September and January. Coordinates administrative processes relating to doctoral oral defense examinations.

Uses word and data processing software. Updates standard computerized applications. Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.

Organizes meetings and attends various committees such as the admissions or graduate program committees. Prepares minutes and follows up as required. Provides information to other members of the unit on files for which she/he has specific knowledge and experience.

Maintains up-to-date knowledge of current policies, procedures and regulations.

Uses various equipment such as a personal computer, calculator, photocopier/scanner and AV equipment.

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.

Education and Experience:

DEP (Secretarial/Office Systems

4 years related experience

Other Qualifications/Skills and/or Abilities:

Student affairs experience at the university level required. Client-focused with an ability to establish productive relationships with students, professors, stakeholders. Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Demonstrated ability to listen and assist students with problems. Proven ability to work in a PC environment using Microsoft Office (Excel; Word; PowerPoint) spreadsheets, word-processing, databases, and Banner SIS. Ability to work autonomously and as part of a team. Strong verbal and written communication skills in English and French. 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.

Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary: (MUNACA Level F) $29.42 - $36.46

Hours per Week: 33.75 (Full time)

Supervisor: Graduate Program Administrator

Position End Date (If applicable):

Deadline to Apply: 2023-08-17

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