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.
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.
Advises 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.
Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.
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.
Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
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:
Excellent interpersonal skills; ability to deal effectively with students, faculty, staff and the general public. Ease with technology and a strong competency in Microsoft Office Suite, social media, communication tools, and running virtual meetings; Excellent attention to detail, superior organization skills and proactivity. Experience in graduate student affairs and admissions with McGill web applications (BANNER, Minerva, GPS forms, Uapply, IUT approval form) is preferred. Knowledge of graduate student funding processes also an asset. Ability to effectively prioritize responsibilities and work within strict deadlines; good problem-solving skills. Ability to act with discretion and maintain confidentiality of Student records. Ability to work in a high volume area and to respond to change. Aptitude to work in a service-oriented environment as both a member of a team and independently. Ability to communicate clearly, concisely, with tact and diplomacy, both verbally and in writing in English and French.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
(MUNACA Level 10A) $23.40 - $32.28
Hours per Week:
99 (Full time)
Student Affairs Admin (ER)
Position End Date (If applicable):
Deadline to Apply:
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, firstname.lastname@example.org or 514-398-3711.
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