Administrative and Student Affairs Coordinator (CR4022)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Admin. Student Affairs Coord (PED 00117, DD010A, Level 010A)
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 & 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
  • Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status. Prepares and verifies files. Coordinates and schedules student interviews
  • 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
  • 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
  • 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
  • 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 and graduate.

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

Education & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years' related experience

Other Qualifying Skills And/Or Abilities: 
Demonstrated ability to work under pressure and meet deadlines. Proven organizational skills and ability to listen to and assess problems brought forth by students and the public. Ability to interact with Academics in a diplomatic manner. Demonstrated ability to transmit and receive information clearly and accurately. Proven ability to be pro-active (needed for planning course schedule, TA allocation, student activities, etc.). Client-focused and service-oriented. Demonstrated ability to work in a PC environment using excel spreadsheets, databases, and Banner SIS. English, and French, spoken and written.
Reference Number: 
17-1109/CR4022
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$22.94 - $31.65
Faculty/Unit: 
Faculty of Engineering
Mining and Materials
Position Type: 
Full-Time
Hours Per Week: 
33.75
How To Apply: 

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your electronic application via the web at https://www.hreng.mcgill.ca/applicant. Click on "Application Form" and upload your curriculum vitae and cover letter as one document.