Job Description

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Position Summary:

Under the supervision of the Administrative Officer, the incumbent provides administrative support to the Departments of Music Research and Performance, with key responsibilities in scheduling, practical instruction, examinations, and front-line service. They also support student affairs for Schulich School of Music students and staff, including advising students and faculty on academic policies and program requirements, verifying and processing documents, coordinating related activities, and resolving issues related to student files.



Major Duties and Responsibilities:Participates in the process and organization of class scheduling, practical (individual and small ensemble) instruction and examinations (includes, but is not limited to, tasks related to allocating and reserving rooms, entering course enrollment capacities/pre-requisites/restrictions, registration, arranging for and preparing materials needed for judges/examiners/invigilators/accompanists, requesting performance production and venue requirements, as well as reserving and arranging for the tuning of instruments). As appropriate, this can also include verifying/recommending changes needed for course/program/e-calendar information and handling or referring interdepartmental or inter-university registrations. Acts as resource person for policies and procedures about course and program changes; liaise with key departments on campus (such as ACTP, ES, SCTP, etc.) to follow through the approval process for proposals on course/program changes and/or revised policies. Provide detailed information about music programs to all McGill students; Liaise with Academic Associate Dean Academic & Student Affairs (ADASA), Manager of Student Services, Department Chairs, Student Affairs Officer, and Area Coordinators, to put forward proposals for new courses/programs and course/program revisions. Assist Associate Dean Academic & Student Affairs (ADASA) and Manager of Student Services with reports related to student services, such as scholarship reports, program and registration statistics, etc. Provides secretarial and clerical support to the Chairs of the Departments of Music Research and Performance and other team members as needed. May include maintaining schedules and agendas, organizing and attending meetings with related tasks such as agenda and minute preparation, responding to departmental correspondence, participating in employment processes performing Workday tasks as required, assisting in course evaluation procedures, assisting in the planning and organization of special events such as for guest lecturers/masterclasses/conferences. As one of the first contacts for the unit, greets students, academic staff, and other parties. Receives and provides detailed information and explanations to students and faculty; refers as needed and ensures follow-up. Prepares and verifies related documents. Compile data/reports, the issuance and process of scholarships and awards (such as in-course scholarships, renewable scholarships, Travel Grants, competitions and awards), review Enriched Educational Opportunities (EEOs) applications endorsed by the faculty; Create and update forms overseen by student services. Supports other Music units during peak periods for the planning and execution of events related to prospective and current student cycles including, for example, recruitment activities, admissions/entrance auditions, orientation, registration, grade submission, convocation and information sessions and covers the front desk when needed.

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.
Must be available to work flexible hours: weekends (during audition/exam periods as needed or when needed to meet critical deadlines) and some summer Fridays in July and August.

During peak periods (e.g. end of August/beginning of September and beginning of January) and during the initial probationary period, this position may be asked to work 100% on campus; the remainder of the year, a flexible work option plan may be requested following the University guidelines (e.g. 3-Office, 2-remote).

Other Qualifying Skills and/or Abilities:
Experience with the educational environment specific to a music school is a strong asset. Experience working with students at university level as well as scheduling processes as an asset. Demonstrated organizational skills and ability to multi-task. Must be service-oriented and able to transmit and receive information accurately. Excellent written communication and interpersonal skills. Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven organizational skills and ability to multi-task and track data to meet deadlines. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to listen to and assist students with problems. Ability to work independently and as part of a team. Proven ability to work in a PC environment using Microsoft Office (Excel, Word, Access, PowerPoint) and software such as Minerva, Banner SIS, Workday, Slate, etc. Strong verbal and written communication skills in English and French. 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.

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 on a scale of 0-4.



For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Hourly Salary:
(MUNACA Level F) $29.42 - $36.46
Hours per Week:
33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
2026-09-30
Deadline to Apply:
2025-09-19McGill 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.