Administrative Student Affairs Coordinator

at  McGill University

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Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Administers unit accounts.

Major Duties & Responsibilities:

• Assists in organizing all educational activities such as teaching schedule, rotations, electives and journal club;
• Maintains a record of schedules. Informs residents, teaching faculty and other relevant health professionals and administrative personnel of the schedule and any changes therein;
• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents;
• Posts and updates attendance information to the One45 program or similar;
• Communicates with residents to obtain relevant documentation to forward to the PGME Office (special leaves e.g. maternity leave, etc.);
• Submits a monthly attendance report to the Teaching Hospital Site Payroll Office;
• Processes and assigns application dossiers for new residents of the programs;
• Prepares files for the Selection Committees for review and rating;
• Organizes interviews as required for new applicants;
• Composes correspondence and reports as required;
• Processes 6-month and Final Verification of training evaluation in One45 program or similar;
• Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility;
• Coordinates and maintains documentation in accordance with accreditation requirements for the Programs;
• Prepares reports and other documentation as required to be presented to the Canadian Residency Accreditation Consortium (CanRAC);
• Updates information in resident handbook, manuals, One45 program or similar, network drive, etc;
• 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;
• Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request;
• Coordinates arrangements for events of the training program including: Interviews, Annual Orientation Session for first year Residents, Welcome Dinner, Graduation, Resident retreats, Research day/night, Career Day, etc.

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.

Other Qualifying Skills And/Or Abilities:

• At least 2 years of student affairs experience in a student-facing role.
• Previous experience working in a clinical setting, is considered to be an asset.
• At ease in a PC environment using Microsoft Office programs and specialized databases, Minerva, Oracle and One45 program.
• The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, ability to prioritize and multi-task on a number of projects, to meet regular deadlines. Proven ability to work independently and as a member of a team. Exceptional interpersonal communication skills, ability to interact with academics, residents, fellows and staff of all levels. Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations. Event Planning. Organizational astuteness, Administrative writing skills, Supports innovation, ability to remain calm under pressure, Excellent problem solving and prioritizing skills, Resourceful. Resolves problems by analyzing information, identifying and communicating solutions. Attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take minutes. English, spoken and written.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level G) $31.19 - $38.65
Hours per Week:
33.75 (Full time)
Supervisor:
Student Affairs Officer
Position End Date (If applicable):
2025-12-26
Deadline to Apply:
2024-10-27
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@mcgill.ca

• Assists in organizing all educational activities such as teaching schedule, rotations, electives and journal club;
• Maintains a record of schedules. Informs residents, teaching faculty and other relevant health professionals and administrative personnel of the schedule and any changes therein;
• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents;
• Posts and updates attendance information to the One45 program or similar;
• Communicates with residents to obtain relevant documentation to forward to the PGME Office (special leaves e.g. maternity leave, etc.);
• Submits a monthly attendance report to the Teaching Hospital Site Payroll Office;
• Processes and assigns application dossiers for new residents of the programs;
• Prepares files for the Selection Committees for review and rating;
• Organizes interviews as required for new applicants;
• Composes correspondence and reports as required;
• Processes 6-month and Final Verification of training evaluation in One45 program or similar;
• Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility;
• Coordinates and maintains documentation in accordance with accreditation requirements for the Programs;
• Prepares reports and other documentation as required to be presented to the Canadian Residency Accreditation Consortium (CanRAC);
• Updates information in resident handbook, manuals, One45 program or similar, network drive, etc;
• 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;
• Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request;
• Coordinates arrangements for events of the training program including: Interviews, Annual Orientation Session for first year Residents, Welcome Dinner, Graduation, Resident retreats, Research day/night, Career Day, etc