Administrative Student Affairs Coordinator

McGill University

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Place Abstract:
Underneath the route of the instant supervisor, offers administrative and secretarial assist for administrative and scholar affairs actions. Participates in making certain the sleek functioning of the unit’s operations. Answerable for paperwork and recordsdata of unit. Acts as useful resource particular person for insurance policies and procedures. Coordinates actions associated to admission, examinations, registration and commencement. Advises college students and resolves issues in relation to their recordsdata. Edits paperwork for grammar and accuracy. Administers unit accounts.
Main Duties and Duties:
(i) Acts as useful resource particular person relating to tutorial and administrative insurance policies and procedures. Resolves issues inside space of accountability. Consults related documentation and liaises with acceptable inner and exterior useful resource individuals to acquire and supply info on various and complicated points.

(ii) Participates in making certain the sleek functioning of the unit. Collects and presents factual info regarding space of accountability, and recommends procedural modifications to enhance the efficient functioning of the unit. Collaborates with supervisor and different employees in establishing work priorities. Follows-up and ensures acceptable implementation of selections made by supervisor.

(iii) Receives and offers detailed info and explanations to college students. Controls enrolment in programs. Participates within the group of admissions and registration. Prepares, examines and verifies admissions and registration recordsdata associated to programs and packages. Completes and approves kinds regarding course or program modifications, interdepartmental or interuniversity registration, and residency and internship packages.

(iv) Assists tutorial advisors in relation to issues akin to equivalencies, recognition of programs from different establishments, switch of credit, and probationary standing. Prepares and verifies recordsdata. Coordinates and schedules scholar interviews.

(v) Coordinates software course of for awards, scholarships, and fellowships. Distributes software kinds and offers info on procedures and deadlines. Verifies that scholar recordsdata are full and, as required, ensures crucial linkage with admission course of.

(vi) Advises college students in relation to their recordsdata. Resolves issues. Ensures the applying of educational laws and deadlines. Based on the wants of the unit, prepares residency rotation and different scholar exercise schedules, contacting the mandatory officers to coordinate and confirm placement.

(vii) Compiles info, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact particular person for the unit. Maintains a present file of programs, calendars, packages, college students and graduates.

(viii) Organizes particular operations with regard to the beginning of the semester, mortgage functions, course and residency analysis, and examination scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.

(ix) Coordinates administrative processes regarding doctoral complete and oral defence examinations and the submission of theses and dissertations.

(x) Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions in addition to deferred exams. Verifies and corrects transcripts. Prepares for and attends analysis conferences and follows up as required.

(xi) Identifies and verifies recordsdata of graduating college students. Prepares kinds requesting diplomas and lists of graduating college students. Prepares paperwork for convocation, attends and assists with this occasion.

(xii) Administers accounts for unit. Prepares budgets or price range proposals. Displays and reconciles varied accounts, statements and experiences. Identifies and analyses discrepancies and errors. Ensures that tuition charges and different scholar charges are correctly assessed. Corrects errors and follows up on issues. Information bills and offers account statements on request.

(xiii) Compiles info so as to put together grant functions, liaises with different establishments on this compilation and coordinates their submission. Acts as a useful resource particular person regarding inner insurance policies and procedures and people of granting companies. Ensures info is full and that pointers are adopted.

(xiv) Produces experiences and statistics. Takes be aware and kinds varied paperwork akin to correspondence, experiences, memos, and many others. Updates, prepares and coordinates publication of paperwork akin to publicity brochures, departmental handbooks, and annual experiences, together with sustaining and updating net pages. Drafts correspondence and different quick paperwork of a fancy nature. Codecs paperwork and edits for grammar, spelling and accuracy. Indicators sure paperwork.

(xv) Maintains supervisor’s agenda. Units up appointments, reminds supervisor of appointments and organizes schedule in response to priorities.

(xvi) Schedules conferences, contacts members and books assembly rooms. Assists with preparation of agenda. Attends conferences, takes minutes, and follows up on selections inside space of accountability.

(xvii) Makes use of quite a lot of software program. Maintains computerized info techniques and participates of their growth to enhance effectivity inside the unit. Liaises with pc assets individuals as required. Maintains and updates administrative recordsdata. Maintains submitting techniques and arranges for archiving.

(xviii) Maintains personnel recordsdata and completes documentation for fee, postings, appointments, promotions, nominations, sabbatical leaves, absences, and different personnel administration kinds. Follows procedures or explains procedures to observe. Ensures that deadlines are met.

(xix) Receives and screens phone calls. Supplies info to guests, determines motive for go to and prepares crucial paperwork. Directs callers and guests to acceptable useful resource individuals. Assesses want for intervention of different useful resource individuals and arranges appointments as crucial.

(xx) Screens and kinds mail. Prepares recordsdata attaching acceptable supporting documentation and researching info as required. Responds to requests inside space of accountability. Notes required actions and ensures follow-up.

(xxi) Coordinates preparations for occasions akin to symposia and conferences. Makes journey preparations.

(xxii) Ensures stock and purchases provides and gear. Arranges for servicing of workplace gear. Sells some gadgets akin to course notes and maintains money field.

(xxiii) Makes use of commonplace workplace gear akin to private pc, typewriter, calculator, photocopier and fax machine.
The checklist of duties and tasks outlined above is consultant and never a whole and detailed checklist of duties which can be carried out by an worker whose place has been matched to this generic job description.
Different Qualifying Abilities and/or Skills:
Confirmed capability to multi-task, consider priorities and meet strict deadlines. Should possess robust organizational expertise, wonderful consideration to element and initiative. Have to be customer-focused and service-oriented. Confirmed flexibility so as to adapt to frequent modifications and calls for. Demonstrated expertise working with college students with confirmed capability to pay attention and help college students and employees with quite a lot of issues in addition to capability to obviously transmit and obtain info each in writing and verbally. Demonstrated capability to work independently. Demonstrated robust capability to work in a computerized atmosphere utilizing word-processing software program, databases, spreadsheets and presentation software program. English and French, spoken and written.

Data of French and English: McGill College is an English-language college the place everyday duties could require English communication each verbally and in writing. The extent of English required for this place has been assessed at a stage 4 on a scale of 0-4.

Minimal Training and Expertise:

DEP – Workplace Programs 4 Years Associated Expertise / DEP – Secretarial Research

Hourly Wage:

(MUNACA Degree G) $31.19 – $38.65

Hours per Week:

33.75 (Full time)


Program Supervisor, Postgraduate Medical Training

Place Finish Date (If relevant):

Deadline to Apply:


McGill College hires on the idea of benefit and is strongly dedicated to fairness and variety inside its neighborhood. We welcome functions from racialized individuals/seen minorities, ladies, Indigenous individuals, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities, in addition to from all certified candidates with the talents and data to productively have interaction with various communities. McGill implements an employment fairness program and encourages members of designated teams to self-identify. Individuals with disabilities who anticipate needing lodging for any a part of the applying course of could contact, in confidence, [email protected] .

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