Job Description

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As a member of the PGME Records team, the Student Affairs Supervisor reports to the Student Affairs Officer and is responsible for overseeing a wide portfolio of administrative and regulatory processes that support postgraduate medical trainees. The role manages complex processes related to immigration, credentialing, site accreditation, electives, leaves and waivers, and program coordination, while supervising support staff and program coordinators. The incumbent serves as a key liaison with internal stakeholders, external organizations, and regulatory bodies to ensure compliance and seamless delivery of trainee services.
Primary Responsibilities:
Immigration and Credentialing

• Manages all processes for non-Canadian residents or fellows to obtain or renew their work permits from Immigration, Refugees and Citizenship Canada (IRCC).
• Ensures work permits are renewed and aligned with the duration of medical training, in collaboration with immigration lawyers and internal stakeholders.
• Administers processes for credentialing and primary source verification, ensuring compliance with institutional and regulatory standards.
• Maintains accurate records and databases, tracks applications, and provides updates to trainees and programs.

Site Accreditation and Electives

• Maintains and updates the list of CMQ-accredited training sites, and coordinates new site submissions with program directors.
• Administers elective requests for out-of-province, international, and Quebec-based trainees, ensuring processes and requirements are standardized and clearly communicated.
• Prepares and submits necessary documentation to the CMQ for international medical graduates.?

Pre-Evaluation Assessment Period (PEAP) and Clinical Investigator Program (CIP)

• Coordinates all aspects of the PEAP process for eligible international medical graduates, including registration, documentation, onboarding, and communication with CMQ and sponsors.
• Oversees administrative processes for CIP trainees, including tracking participation, coordinating salaries and levels, and organizing stakeholder meetings.?

Leaves, Waivers, and Training Credits

• Administers leave of absence requests, credits toward training, and waivers in collaboration with programs and accrediting bodies.
• Ensures complete documentation and proper tracking in accordance with policies and collective agreements.?

Program Coordination and Supervision

• Supervises and provides guidance to program coordinators and a clerical position, including onboarding, training, and ongoing support.
• Defines responsibilities, monitors work quality, and acts as a backup when required.
• Reviews trainee files for completeness and potential delays, ensuring accurate communication with programs.?

General Administration

• Provides guidance on residents' collective agreements to programs and trainees.
• Develops and updates SOPs, forms, and workflows to meet evolving operational and regulatory needs.
• Maintains effective communication with external organizations such as AQESS, FMRQ, CMQ, CFPC, RCPSC, and immigration legal counsel.
• Oversees annual trainee registration processes and certification exam registrations.

Qualifications and Abilities:

• College degree or certificate in administration, immigration, or a relevant field.
• Proven supervisory experience in a professional setting (required).
• Immigration processing or immigration documentation experience (required).
• Strong ability to collaborate effectively with immigration lawyers, external organizations, and internal stakeholders.
• Excellent organizational, problem-solving, and planning skills with the ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to handle sensitive and confidential information with professionalism.
• Excellent time management skills and attention to detail.
• Strong computer skills with proficiency in Word, PowerPoint, advanced Excel, Outlook, and database management.
• Fluently bilingual in English and French, both spoken and written (required).

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 .
Minimum Education and Experience: Bachelor's Degree 1 Year Related Experience with Bachelor's Degree / DEC III 3 Years Related Experience with DEC III
Annual Salary: (MPEX Grade 03) $61,990.00 - $72,930.00 - $83,870.00
Job Profile: MPEX-SAF1D - Student Affairs - Professional 1 (Excluded)
Hours per Week: 33.75 (Full time)
Supervisor: Admissions Officer
Position End Date (If applicable): 2026-08-31
Deadline to Apply: 2025-09-16
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