Administrative Student Affairs Coordinator

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Department of Biology, Faculty of Science

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Administers unit accounts.
Major Duties and Responsibilities:

• Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.

• Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.

• Coordinates application process for awards, scholarships, and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admission process..

• 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.

• Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.

• Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.

• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

• Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other personnel administration forms. Follows procedures or explains procedures to follow. Ensures that deadlines are met.

• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.

• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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:

Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students and other administrators). Demonstrated experience organizing departmental events such as seminar series and related administrative duties including expense reports, travel arrangements, and room bookings. Excellent organizational skills and attention to detail. Demonstrated experience working with students to resolve a variety of problems. Demonstrated knowledge of policies and procedures specifically related to hiring (including immigration procedures) Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally. Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated initiative with the ability to work independently and as part of a team. Proven ability to prioritize and multi-task to meet strict deadlines. Demonstrated skill to work in a PC environment with an excellent command of Word, Excel, Teams/Zoom and Outlook. Experience with website and social media updates. Experience with BANNER (SIS, FIS) MINERVA, and Workday. 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. Fluently bilingual in English and French is an asset.

Minimum Education and Experience:

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level G) $30.28 - $37.52

Hours per Week:

33.75 (Full time)

Supervisor:

Administrative Officer

Position End Date (If applicable):

Deadline to Apply:

2023-03-03

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] .