Administrative Student Affairs Coordinator

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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.

- Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.

- Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.

- Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Prepares for and attends evaluation meetings and follows up as required.

- 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.

- 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.

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

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:
Ability to make decisions and solve problems.  Must be service-oriented, and be able to liaise with all levels of staff.  Excellent communications skills.  Demonstrated ability to clearly disseminate and retain complex information.  Proven organizational skills and ability to multi-task, prioritize, and meet deadlines.  Ability to work independently and as part of a team.  Strong attention to detail.  Knowledge of University policies and procedures.  Demonstrated ability to work in a MS Office environment using word processing, spreadsheets, Banner (SIS), Uapply, Adobe Acrobat and databases. English, spoken and written; French, spoken and read.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level 10A) $23.40 - $32.28

Hours per Week:

33.75 (Full time)

Supervisor:

Program Administrator (ER)

Position End Date (If applicable):

Deadline to Apply:

2022-01-14

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] .