Administrative Coordinator for Student Affairs

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Under the direction of the immediate supervisor, provides administrative and secretarial support to administrative and student affairs activities. Participates in the smooth functioning of the unit's operations. Is responsible for the management of unit documents and files. Acts as a resource person regarding policies and procedures. Coordinates activities related to admissions, exams, registration, and graduation. Advises students and resolves issues related to their files. Reviews documents to ensure grammatical quality and accuracy. Administers unit accounts.

Main Functions and Responsibilities

• Participates in the smooth functioning of the unit. Gathers and presents factual information related to their area of responsibility and recommends procedural changes to improve the efficiency of the unit's operations. Collaborates with the supervisor and other staff members to establish work priorities. Performs necessary follow-ups and ensures appropriate implementation of decisions made by the supervisor.
• Receives students and provides them with detailed information and explanations. Controls course registrations. Participates in the organization of admissions and registrations. Prepares, examines, and verifies admission and registration files related to courses and programs. Fills out and approves forms regarding course or program changes, interdepartmental or interuniversity registrations, as well as residence and internship programs.
• Advises students regarding their files. Resolves problems. Ensures compliance with academic regulations and adherence to deadlines. As needed by the unit, prepares schedules for residence rotations and other student activities.
• Produces reports and statistics. Writes and formats various documents such as correspondence, reports, and memoranda. Updates, prepares, and coordinates the publication of documents such as promotional brochures, departmental guides, and annual reports, including updating and maintaining web pages. Writes short, complex correspondence and other documents. Formats documents and reviews their spelling, grammar, and accuracy. Signs certain documents. Manages the supervisor's schedule, sets appointments, reminds them of their commitments, and organizes their schedule based on priorities.
• Plans meetings, communicates with attendees, and books rooms. Contributes to the preparation of agendas. Attends meetings, takes minutes, and follows up on decisions within their area of responsibility.
• Uses various software. Ensures the management of computerized information systems and participates in their development to improve the efficiency of the unit's activities.

The list of functions and responsibilities presented above is representative and does not constitute a complete and detailed list of tasks that may be performed by a person whose position matches this generic job description.

Other Required Skills and Abilities:

The candidate must be customer and service-oriented, demonstrate a high level of tact, diplomacy, and professionalism, and show a proven ability to establish productive working relationships with staff and residents. Demonstrated ability to listen and support residents in problem resolution. Proven ability to work autonomously as well as within a team. Strong attention to detail and proven ability to proofread and revise correspondence and other documents using appropriate spelling, grammar, and punctuation. Discretion in handling confidential information. Ability to work effectively under pressure. Ability to work in a computer environment using PCs with specialized databases, word processing software, spreadsheets, presentation software, email, and web maintenance tools. Knowledge of French and English: McGill University is an English-language university where daily responsibilities may require communications in English, both orally and in writing.

Minimum Required Education and Experience: DEP - Office Systems 4 years Experience / DEP - Secretarial Studies

Hourly Wage: (AAPNEUM Level G) $31.19 - $38.65

Hours per Week: 33.75 (Full-time)

Supervisor: Admissions Officer

End Date of Employment (if applicable): 2027-06-14

Application Deadline: ... McGill recruits on the basis of merit and has firmly committed to promoting and establishing equity and diversity within its community. We welcome applications from racialized and visible minorities, women, Indigenous peoples, people with disabilities, ethnic minorities, people of all sexual orientations and gender identities, and anyone with the skills and knowledge to work collaboratively with diverse communities. McGill University has an employment equity program and invites members of targeted groups to indicate their membership in their application package. People with disabilities who may require accommodations at any stage of the application process are invited to communicate in complete confidentiality, *accessibilityrequest.hr@mcgill.ca*.