Associate Director Student Affairs

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Employment opportunity available at Macdonald Campus, located in Ste-Anne-de-Bellevue. Seeking an experienced individual for a faculty-based Student Affairs Office.

Position Summary:

Reporting to the Associate Dean, directs all operations and services provided by a faculty-based Student Affairs Office and ensures the achievement of its strategic mission and goals.   Provides professional expertise to ensure best practices in the following activities:   Student recruitment, admissions, advising and student records, scholarships, class scheduling, formal exam sessions, convocation and other events.  Directly supervise a large team of professional specialists and support staff.   Works closely with Associate Dean to achieve resolution of complex issues and implement new initiatives.

Primary Responsibilities:

Leads the SAO in the day-to-day operations of the faculty’s student-centred mission; directs workflow priorities, ensures consistency of practice and optimum levels of service.  Ensure that relevant documentation and messaging prepared by the unit are up-to-date, accurate and reflecting University and Faculty latest policies and procedures (including production and distribution of numerous forms, web forms, instructions used within and outside the Faculty). 

Manages and reviews on ongoing basis protocols/procedures in light of student’s needs and evolving policies.  Anticipates problems and requirements, and develops methodology to resolve and/or accommodate these and ensure effective functioning of the system. 

Participates in senior level meetings and represents the Faculty as member of several university-level committees and sub-committees.  Serves as senior advisor at these committees involved with student affairs matters. 

Acts as main advisor to Associate Dean Student Affairs on a variety of strategic direction and topics, and when faced with student appeals for special consideration or subject to disciplinary cases.  Analyzes and reviews pertinent information and provides recommendations to Associate Dean. 

Liaises and fosters collaboration with other units at McGill, such as academic departments, Student Affairs offices in other faculties, Enrolment Services, etc. 

Provides input into, and reviews, formal partnership agreements with international institutions applicable to special programs for undergraduate students.   Applies due diligence to ensure that terms of these agreements are in line with University and Faculty policies. 

ADVISING, STUDENT RECORDS, FORMAL EXAM SESSIONS

Works closely with the Faculty Advisor/Student Affairs Officer and provides leadership in the support of students’ educational goals to achieve their academic and career plans.  Provides input and recommendations when aware of students experiencing academic performance issues, failing or at risk of failing.  Refers students showing mental health issues to local Wellness Advisor or Wellness hub. 

Responsible for the overall planning and organization of final exam and deferred exam sessions administered by the Faculty (up to 12 days of exams in fall and winter, and up to 4 days of deferrals).   Supports the Student Affairs Officer in the process of exam session preparation, general set-up and logistics, hiring of invigilators, and other details.  Intervenes as needed with issues arising during final exams.   

Provides expertise during the review of graduating students’ records and preparation/finalization of graduation approvals. 

Oversees the process of ID card production for both faculty students and staff.  Addresses any issues that may arise in relation to this service. 

Provides feedback on class timetabling/classroom allocation issues for Macdonald Campus requests and implements mitigating measures when needed, sometimes resulting from building renovations issues and classroom limitations. 

SCHOLARSHIPS

Represents the Faculty Scholarships Committee for in-course awards.  Allocates approx.. $300,000 on their behalf to over 100 students (Dean’s Honour List and nominated scholarships).  Ensures accuracy of the list of eligible students, application of terms of reference, and distribution of available funds and payment of awards.   Determines the 8 medal recipients by degree. 

STUDENT RECRUITMENT

Participates in yearly meetings with the University Planning Office to help set Faculty enrolment targets for the incoming class.  Addresses and responds to factors likely to affect set targets.   Provides recommendations for the Faculty’s strategic plan for student recruitment, based on analysis of data from previous years.  Plans yield activities for the faculty/campus of various nature including virtual student panels, webinars and in-person campus events during the yield period. 

Reviews visit reports from the unit’s Student Recruiters to track progress during the recruitment season.  As needed, may participate in some recruitment activities.

Oversees the production and updating of publications needed for recruitment purposes (Viewbook, Essential Guide).    Reviews and approves advertising requests to promote campus programs. 

Oversees the plan for Campus tours for prospective students under the responsibility of the designated Student Recruiter.  Keeps abreast of recruitment done via social media. 

CONVOCATION AND OTHER EVENTS

Oversees the logistics and planning of special events taking place at Macdonald Campus:  Namely, Convocation (spring), Open House (fall, held downtown), yield activities (Meet McGill, etc.), Orientation (late August), and other events that may be hosted at the Macdonald Campus.  Provides guidance to Student Affairs office direct-reports with the organization of Convocation (usually two ceremonies). 

HUMAN RESOURCES AND FINANCIAL ADMINISTRATION

Responsible for the unit’s operating and recruiting budgets.  Authorizes expenditures; ensures compliance with University and departmental budget priorities. 

Directly supervises a large team of professional and administrative staff (10-15 employees).  Provides opportunities for professional development as incentive for staff to perform well and advance in their current roles.

Identifies staffing needs.   Jointly with Faculty HR Advisor, draft job descriptions, reviews candidates, interviews, selects, trains, assesses during probationary period.    Conducts annual performance dialogue and makes salary recommendations at annual compensation review for eligible MPEX staff members. 

Approves and coordinates time off requests, including requests for IFWA.   Keeps abreast of MUNACA collective agreement.   Addresses any performance issues. 

Other Qualifying Skills and/or Abilities

• Experience in strategic planning with strong analytical and problem-resolution skills.
• Experience in recruitment including publications and advertising, admissions and student affairs, an asset.
• Demonstrated experience in assessing staffing needs and streamlining workflows.  Demonstrated ability to oversee unit operations and lead a team of professional and clerical staff.
• Strong interpersonal skills with faculty, staff and student populations.  Ability to handle sensitive situations in a confidential manner.  Demonstrated writing and communications skills.
• Ability to exercise sound judgement and proficiency at applying University policies and procedures.
• Exceptional attention to detail. Results-driven, positive attitude, highly motivated, with strong leadership skills.
• Proven skills in planning, organizing, leading and implementing special projects.
• Ability to manage several concurrent priorities and projects, and meet deadlines.
• Advanced proficiency with computerized applications, including Microsoft Office, Banner/Minerva SIS.    Basic knowledge of collective agreements applicable to unit’s operations (MUNACA, AGSEM invigilators)
• Proficient in French (oral and written)

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 (fluent) on a scale of 0-4.

Minimum Education and Experience:

Bachelor's Degree 5 Years Related Experience with Bachelor’s Degree /

Annual Salary:

(MPEX Grade 07) $87,090.00 - $108,860.00 - $130,630.00

Hours per Week:

33.75 (Full time)

Supervisor:

Senior Faculty Lecturer

Position End Date (If applicable):

Deadline to Apply:

2024-02-08

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] .