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.
Duties and 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.
- 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.
- 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.
- Produces and signs correspondence and instructions related to the duties of the position. Types various documents. Compiles information, updates, formats and edits, for grammar and accuracy, unit publications related to student affairs. Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating Web pages.
- 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.
Education and Experience:
DEP (Secretarial/Office Systems)
Four (4) years related experience
Other Qualifying Skills and Abilities:
Ability to make decisions and solve problems. Service-oriented and able to communicate and liaise with all levels of staff. Demonstrated ability to clearly disseminate and retain complex information. Proven organizational skills with ability to multi-task, prioritize, and meet deadlines. Ability to work independently and as part of a team. Strong attention to detail. Knowledge of University policies and procedures. Demonstrated ability to work in an MS Office environment using word processing, spreadsheets, Banner (SIS), Uapply, Adobe Acrobat and databases. English, spoken and written; French, spoken and read.
Vacation restriction during admissions period.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Desautels Faculty of Management:
McGill University, Desautels Faculty of Management, Area Personnel Office
1001 Sherbrooke Street West (Samuel Bronfman Building), room 454
hr.mgmt [at] mcgill.ca
The deadline to apply for this position is December 11, 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, Desautels Faculty of Management will only contact applicants selected for an interview.
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.