Administrative Student Affairs Coordinator

McGill University

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Place Abstract:
Beneath the route of the fast supervisor, gives administrative and secretarial help for administrative and scholar affairs actions. Participates in making certain the graceful functioning of the unit’s operations. Answerable for paperwork and information of unit. Acts as useful resource particular person for insurance policies and procedures. Coordinates actions associated to admission, examinations, registration and commencement. Advises college students and resolves issues in relation to their information. Edits paperwork for grammar and accuracy. Administers unit accounts.
Main Duties and Duties:
(i) Acts as useful resource particular person concerning educational and administrative insurance policies and procedures. Resolves issues inside space of duty. Consults related documentation and liaises with applicable inside and exterior useful resource individuals to acquire and supply info on numerous and sophisticated points.

(ii) Participates in making certain the graceful functioning of the unit. Collects and presents factual info referring to space of duty, and recommends procedural adjustments to enhance the efficient functioning of the unit. Collaborates with supervisor and different employees in establishing work priorities. Follows-up and ensures applicable implementation of selections made by supervisor.

(iii) Receives and gives detailed info and explanations to college students. Controls enrolment in programs. Participates within the group of admissions and registration. Prepares, examines and verifies admissions and registration information associated to programs and applications. Completes and approves types regarding course or program adjustments, interdepartmental or interuniversity registration, and residency and internship applications.

(iv) Assists educational advisors in relation to issues equivalent to equivalencies, recognition of programs from different establishments, switch of credit, and probationary standing. Prepares and verifies information. Coordinates and schedules scholar interviews.

(v) Coordinates software course of for awards, scholarships, and fellowships. Distributes software types and gives info on procedures and deadlines. Verifies that scholar information are full and, as required, ensures crucial linkage with admission course of.

(vi) Advises college students in relation to their information. Resolves issues. Ensures the appliance of educational laws and deadlines. In response to the wants of the unit, prepares residency rotation and different scholar exercise schedules, contacting the mandatory officers to coordinate and confirm placement.

(vii) Compiles info, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact particular person for the unit. Maintains a present file of programs, calendars, applications, college students and graduates.

(viii) Organizes particular operations with regard to the beginning of the semester, mortgage purposes, course and residency analysis, and examination scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.

(ix) Coordinates administrative processes referring to doctoral complete and oral defence examinations and the submission of theses and dissertations.

(x) Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions in addition to deferred exams. Verifies and corrects transcripts. Prepares for and attends analysis conferences and follows up as required.

(xi) Identifies and verifies information of graduating college students. Prepares types requesting diplomas and lists of graduating college students. Prepares paperwork for convocation, attends and assists with this occasion.

(xii) Administers accounts for unit. Prepares budgets or funds proposals. Screens and reconciles numerous accounts, statements and experiences. Identifies and analyses discrepancies and errors. Ensures that tuition charges and different scholar charges are correctly assessed. Corrects errors and follows up on issues. Information bills and gives account statements on request.

(xiii) Compiles info with a purpose to put together grant purposes, liaises with different establishments on this compilation and coordinates their submission. Acts as a useful resource particular person regarding inside insurance policies and procedures and people of granting businesses. Ensures info is full and that tips are adopted.

(xiv) Produces experiences and statistics. Takes word and kinds numerous paperwork equivalent to correspondence, experiences, memos, and so forth. Updates, prepares and coordinates publication of paperwork equivalent to publicity brochures, departmental handbooks, and annual experiences, together with sustaining and updating internet pages. Drafts correspondence and different quick paperwork of a posh nature. Codecs paperwork and edits for grammar, spelling and accuracy. Indicators sure paperwork.

(xv) Maintains supervisor’s agenda. Units up appointments, reminds supervisor of appointments and organizes schedule based on priorities.

(xvi) Schedules conferences, contacts contributors and books assembly rooms. Assists with preparation of agenda. Attends conferences, takes minutes, and follows up on choices inside space of duty.

(xvii) Makes use of a wide range of software program. Maintains computerized info methods and participates of their improvement to enhance effectivity throughout the unit. Liaises with pc sources individuals as required. Maintains and updates administrative information. Maintains submitting methods and arranges for archiving.

(xviii) Maintains personnel information and completes documentation for cost, postings, appointments, promotions, nominations, sabbatical leaves, absences, and different personnel administration types. Follows procedures or explains procedures to observe. Ensures that deadlines are met.

(xix) Receives and screens phone calls. Gives info to guests, determines motive for go to and prepares crucial paperwork. Directs callers and guests to applicable useful resource individuals. Assesses want for intervention of different useful resource individuals and arranges appointments as crucial.

(xx) Screens and types mail. Prepares information attaching applicable supporting documentation and researching info as required. Responds to requests inside space of duty. Notes required actions and ensures follow-up.

(xxi) Coordinates preparations for occasions equivalent to symposia and conferences. Makes journey preparations.

(xxii) Ensures stock and purchases provides and gear. Arranges for servicing of workplace gear. Sells some gadgets equivalent to course notes and maintains money field.

(xxiii) Makes use of customary workplace gear equivalent to private pc, typewriter, calculator, photocopier and fax machine.
The checklist of duties and duties outlined above is consultant and never a whole and detailed checklist of duties which can be carried out by an worker whose place has been matched to this generic job description.
Different Qualifying Abilities and/or Skills:
Confirmed capacity to multi-task, consider priorities and meet strict deadlines. Should possess robust organizational expertise, glorious consideration to element and initiative. Have to be customer-focused and service-oriented. Confirmed flexibility with a purpose to adapt to frequent adjustments and calls for. Demonstrated expertise working with college students with confirmed capacity to pay attention and help college students and employees with a wide range of issues in addition to capacity to obviously transmit and obtain info each in writing and verbally. Demonstrated capacity to work independently. Demonstrated robust capacity to work in a computerized surroundings utilizing word-processing software program, databases, spreadsheets and presentation software program. English and French, spoken and written.

Data of French and English: McGill College is an English-language college the place daily duties could require English communication each verbally and in writing. The extent of English required for this place has been assessed at a stage 4 on a scale of 0-4.

Minimal Schooling and Expertise:

DEP – Workplace Programs 4 Years Associated Expertise / DEP – Secretarial Research

Hourly Wage:

(MUNACA Stage G) $31.19 – $38.65

Hours per Week:

33.75 (Full time)


Program Supervisor, Postgraduate Medical Schooling

Place Finish Date (If relevant):

Deadline to Apply:


McGill College hires on the premise of advantage and is strongly dedicated to fairness and variety inside its neighborhood. We welcome purposes from racialized individuals/seen minorities, ladies, Indigenous individuals, individuals with disabilities, ethnic minorities, and individuals of minority sexual orientations and gender identities, in addition to from all certified candidates with the abilities and data to productively interact with numerous communities. McGill implements an employment fairness program and encourages members of designated teams to self-identify. Individuals with disabilities who anticipate needing lodging for any a part of the appliance course of could contact, in confidence, [email protected] .

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