Student Affairs Coordinator

McGill University - Montréal, QC (30+ days ago)

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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.

Major Duties & 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.
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.

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.

Education & Experience:
DEP (Secretarial/Office Systems)

Four (4) years related experience

Other Qualifying Skills And/Or Abilities:
Must be client-focused, service-oriented with the capacity to deal with high volume, high stress. Demonstrated ability to deal with people at all levels. Ability to listen, assist clients, students and staff and help resolve their problems. Demonstrated ability to handle e-mail communications accurately and in a timely fashion. Must be able to follow-up on applicants. Experienced working in a PC environment using word processing. Proficiency in Word, Excel, Outlook and ease of adapting to new technology. Knowledge of Banner SIS. Exceptional organizational skills and ability to multi-task. Proven ability to prioritize and meet deadlines and resolve issues. Proven ability to work autonomously and as part of a team. Demonstrated ability to be pro-active, take initiative and high attention to detail. Must be able to communicate, write and read in English and in French.

Reference Number:

Supervisor's Title:
Admission and Convocation Administrator

Salary Scale:
$23.29 - $32.11

School of Continuing Studies
Client Services

Position Type:

Hours Per Week:

Additional Information:
Schedule of hours may from 8:30 a.m. - 6:15 p.m. with shift work, overtime and restricted vacation during peak periods; evening and weekend work, as required.

End Date:
Sunday, November 15, 2020

How To Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the School of Continuing Studies at hr.conted [at]

The deadline to apply for this position is January 28, 2020 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 School of Continuing Studies 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 unionized positions or according to the personnel policies for non-unionized position.
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, or 514-398-3711.