Student Affairs Coordinator

Position Summary:

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.

Primary Responsibilities:

  • 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. 
  • 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.
  • 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.
  • 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.
  • Obtains and compiles grades. Completes and verifies lists of examination results. Selects and adapts the calculation formula according to the grading system given by the professor. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Identifies and verifies files of graduating students. Prepares for and attends evaluation meetings and follows up as required. 
  • Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.
  • Uses word and data processing software. Updates standard computerized applications.

Minimum Education & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities: 

Must be client-focused and service-oriented, with a proven ability to listen and assist a variety of department stakeholders including students and academic staff. Demonstrated initiatives, organizational skills, and ability to prioritize and make decisions to meet regular deadlines. Strong communication and teamwork skills. Excellent attention to detail and ability to proofread and edit documents using appropriate spelling, grammar, and punctuation. Ability to work in a computerized environment using web publishing software, Outlook, Word, Excel and PowerPoint. Experience in undergraduate student affairs is preferred. Knowledge of McGill web applications such as BANNER, Minerva, Webtop, IUT approval form is an asset. Knowledge of undergraduate student funding processes is also an asset. English and French, spoken and written.

How to Apply:

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now

Click on “APPLY NOW” and clearly indicate the reference number 18-1119 AMUSE.

The deadline to apply for this position is December 13, 2018 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Medicine will only contact applicants selected for an interview.

Employment Equity:

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, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell [at] mcgill.ca or 514-398-1660.

Faculty/Unit: 
Faculty of Medicine
School of Physical and Occupational Therapy (SPOT)
Salary Range: 
$23.29 (plus 4% vacation pay, plus 3.6% stat holiday pay)
Hours: 
33.75
Duration: 
One (1) month, with the possibility of extension