Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Informs students and resolves problems in relation to their file. Produces and coordinates distribution of documents.
- Receives and provides detailed information and explanations to students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
- Informs 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.
- Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars.
- Controls enrolment in courses. 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 graduates. Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.
- 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.
- Organizes meetings and attends various committees such as the admissions or program committees. Prepares minutes and follows up as required. Provides information to other members of the unit on files for which she/he has specific knowledge and experience.
- Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.
- Reserves audiovisual equipment and premises for academic purposes.
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.
DEP (Secretarial/Office Systems)
Four (4) years` related experience
Other Qualifying Skills and/or Abilities:
Excellent proven customer services skills with call center, student exchange, student accounts and student registration experience. Proven ability to communicate admissions and legal policies, procedures and requirements clearly and effectively to students and staff at all levels. Proven organizational skills and ability to prioritize and multi-task accurately with attention to detail. Demonstrated ability to understand and apply University policies, procedures and knowledge of Provincial and Federal legislation and guidelines as related to educational programs and Student services. Demonstrated ability to clearly receive, retain and transmit information. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem solve and ability to work under pressure. Experience working in a PC environment using word-processing, databases, spreadsheets, MINERVA and Student Information Systems (Banner). Knowledge of the Student Life Cycle an asset. Fluent in English and French, spoken and written
How to Apply:
*Internal candidates: Please provide your McGill ID number when applying.*
Please submit your curriculum vitae and cover letter, clearly indicating the reference number, via email to: hr.es [at] mcgill.ca
Applications must be received no later than November 21, 2017 at 5:00 PM.
We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted.
McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.