Graduate Program Admin (ER)

Updated: 5 months ago
Job Type: FullTime

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This position is situated in the Department of Electrical and Computer Engineering, Faculty of Engineering.

Position Summary:

Provide the integration of McGill's values, standards, and goals with respect to student life and learning into University policies, operations and procedures. Ease students’ integration into University life, support students’ learning and guide them towards a rewarding student life experience by offering a broad range of services in a supportive environment. Provide student admissions and enrolment services for undergraduate, graduate, certificates and diploma programs. Participate in student recruitment fairs, student exchange programs, convocation and graduation activities. Oversee government reporting and compliance. Offer a variety of student services including career planning, campus life and engagement, scholarships and student aid, counselling and tutorial, health and mental health, international student services, immigration, services for students with disabilities, religious life, and other programs. Offer student affairs services including advising, student records, registration and exam and invigilation activities. Offer programs related to athletics and recreation.

Primary Responsibilities:

  • Perform and organize activities to support the daily operations of the unit. Acts as first point of contact for all new graduate admits throughout the admission cycle regarding admission, transfers credits, registration, advising dates, orientation etc.
  • Supervise support staff and oversee the work of employees. Assist employees in their training; motivate and support employees to excel in the delivery of services to students.
  • Apply information received and select the most appropriate procedures for performing admission, government reporting, recruitment, scholarships and student record activities. Creates, maintains and archives student files.
  • Determine admission eligibility of applicants by considering multiple sources of information, based on predetermined guidelines and procedures such as: verification of dossier completeness; communication with applicants; coordination with other Faculties regarding review process etc.
  • Reviews and makes decision on admission files. Consults with senior staff and other Units / Faculties (i.e. Graduate and Postdoctoral Studies; Admissions Office; etc.) on complex applications. Follow up on missing documentation.
  • Communicate with prospective students, applicants, guidance counsellors and other stakeholders regarding admissions, enrolment procedures and applications and other inquiries.
  • Oversees the scheduling of PhD Oral Defenses.
  • Oversees the internal and external scholarship processes. Assists in the preparation and evaluation of scholarship applications.
  • Prepares annual admission and registration statistics.
  • Prepares documentation related to diplomas and lists of graduating students.
  • Participate in student recruitment activities; job fairs; high school and CEGEP visits, to promote McGill and its programs and student life.
  • Creates material and handouts to ensure accuracy of information to bring to site visits or post on website (Website, welcome letters, check list, advising dates and orientations).
  • Attend meetings.

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.

Additional Information:

This is a regular permanent position without an end date.

Other Qualifying Skills and/or Abilities:

Seeking a smart, friendly, resilient and positive colleague with an interest in the University environment and experience in graduate student affairs at McGill University. Experience supervising employees. Familiarity with the life cycle of graduate students (admissions process, registration, scholarships, graduation, etc.). Demonstrated organizational skills and ability to multi-task. Ability to prioritize, meet strict deadlines and to work under pressure. Must be service-oriented and able to transmit and receive information accurately. Demonstrated ability to work in a PC environment using Windows, word-processing, databases, spreadsheets, Slate, MyThesis, MyProgress, Banner, Minerva (SIS). Proven leadership, initiative, determination and creativity in solving problems. A team player with the ability to work independently and manage multiple projects; strong communication skills and ability to interact positively and effectively on a professional level with internal and external stake holders. 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.

Minimum Education and Experience:

Bachelor's Degree 1 Year Related Experience with Bachelor’s Degree / DEC III 3 Years Related Experience with DEC III

Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00

Hours per Week:

33.75 (Full time)


Associate Professor

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, .

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