Student Affairs Coordinator

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Faculty of Science, School of Computer Science

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. Informs 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 students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.

• Informs students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.

• Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars.

• Controls enrolment in courses. 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. Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.

• Ensures that tuition fees and other student fees are properly assessed. Verifies results of language tests and informs students of course of action in case of failure; follows up on these cases.

• Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.

• Uses word and data processing software. Updates standard computerized applications.

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:

• Experience in student affairs preferred.

• Must be client-focused and service-oriented, with a proven ability to interact with people at all levels.

• Strong organizational skills and ability to prioritize and multi-task to meet strict deadlines. Attention to detail.

• Experience working with confidential data. 

• Proven ability to work independently and use initiative to resolve problems in areas of responsibility; team player.

• Excellent written communication and interpersonal skills.

• Proven ability to listen to and assist students.

• Demonstrated ability to clearly transmit and receive information.

• Knowledge of undergraduate admission, transcripts is an asset.

• Ability to work in a PC environment using word processing, spreadsheets, databases, presentation software, email, Internet and Minerva/Banner SIS.

• 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 on a scale of 0-4.

N.B.: This position is located in Montreal, Quebec and you are expected to perform the work for this position in Quebec.

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:

Student Advising Supervisor

Position End Date (If applicable):

Deadline to Apply:

2024-08-08

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, [email protected] .