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.
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.
Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process.
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.
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.
Ensures that tuition fees and other student fees are properly assessed. Verifies results of language tests and informs students of course of action in case of failure; follows up on these cases.
Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.
Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems.
Produces reports and statistics involving the determination of variables, sorting queries and the selection of format.
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.
Uses word and data processing software. Updates standard computerized applications.
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 up-to-date knowledge of current policies, procedures and regulations.
Reserves audiovisual equipment and premises for academic purposes.
Uses various equipment such as a computer terminal, personal computer, typewriter, calculator, photocopier and fax machine.
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:
Must be client‑focused and service‑oriented. Demonstrated experience handling admissions and student affairs issues/inquiries and processing student records. Proven ability to listen and assist clients with problems.. Demonstrated ability to multi‑task, to prioritize and to meet deadlines. Ability to pay attention to details and to verify work for accuracy. Demonstrated ability to clearly transmit explanations to applicants and students, exercise patience and maintain composure. Demonstrated ability to work in computerized environment using Windows, word processing, spreadsheet applications, electronic email, effective use of web browser as well as web applications. Extensive knowledge of Banner, SIS and Minerva. English, spoken and written. French, spoken.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Science:
McGill University, Faculty of Science, HR Services
853 Sherbrooke Street West (Dawson Hall), room 314
apo.science [at] mcgill.ca
The deadline to apply for this position is September 24, 2019 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 Science will only contact applicants selected for an interview.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.
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, accessibilityrequest.hr [at] mcgill.ca or 514-398-3711.
Faculty of Science
$23.29 - $32.11
Six (6) months
Chief Academic Advisor
Friday, September 13, 2019