Administrative Student Affairs Coordinator

Position Summary:
Under the direction of the immediate supervisor, organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit’s operations. Provides administrative and secretarial support for administrative and student affairs activities. Assists in the organization of departmental activities. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Provides information to students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Performs accounting functions.

Major Duties and Responsibilities:

• Organizes, distributes and verifies the work of others and participates in their training. 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.

• 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.

• 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, residents and graduates.

• Assumes responsibility for the organization of specific operations with regard to the start of the academic year, rotation and residency evaluation, and exam scheduling and invigilation.

• Repares budgets or budget proposals. Monitors and reconciles accounts. Records expenses and provides account statements on request. Corrects errors and advises appropriate resource person.

• 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. 

• 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.

• Coordinates arrangements for events such as symposia, conferences and other events

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:

Demonstrated initiative and organizational skills. Demonstrated ability to multi-task, prioritize and meet multiple deadlines. Demonstrated ability to work autonomously and as a member of a team. Demonstrated ability to draft correspondence, proofread text and edit documents using appropriate spelling, grammar and punctuation. Demonstrated ability to clearly transmit and receive information. Attention to detail. Demonstrated ability to listen and assist residents and staff with problems as they arise. Must be client focused and service oriented. Proven ability to take minutes. Familiarity with the clinical (hospital) academic environment. Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets, web design, maintenance software and presentation software. Ability to use Minerva and other McGill systems applications, as required. English, spoken and written. French, spoken and written.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level 11E) $24.30 - $33.51

Hours per Week:

33.75 (Full time)

Supervisor:

Assoc Director Administration

Position End Date (If applicable):

06/30/2022

Deadline to Apply:

12/09/2021

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] .