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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 and 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;
• Processes and assigns application dossiers for new residents of the programs;
• 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;
• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents;
• Monitors and reconciles accounts, statements and reports;
• Records expenses and provides account statements on request;
• Prepares files for the Selection Committees for review and rating;
• 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;

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 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.
Must be client-focused and service-oriented, with a proven ability to interact with staff and residents of all levels. Demonstrated initiative, strong organizational skills, and ability to prioritize and multi-task to meet changing deadlines. Demonstrated ability to solve problems, result oriented. Proven ability to work independently and as part of a team. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take accurate meeting minutes. Experience in event Planning. Discretion and patience in dealing with confidential information. At ease in a PC environment using Microsoft Office programs and specialized databases such as MyCourses, Minerva, Banner, One45 programs. Advanced knowledge of Excel and Zoom ( Must be able to schedule meetings, manage passwords, breakout rooms, etc.) is essential. knowledge of MS Teams ( Schedule meetings; create files in teams to be shared , etc.) is a strong asset. Excellent communication and interpersonal skills. English and French, spoken and written.

As one of Montreal’s Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) “Summer Fridays” - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of 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.
For a definition of our language proficiency levels, please click
here.
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):
Deadline to Apply:
2025-02-26
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;
• Processes and assigns application dossiers for new residents of the programs;
• 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;
• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents;
• Monitors and reconciles accounts, statements and reports;
• Records expenses and provides account statements on request;
• Prepares files for the Selection Committees for review and rating;
• 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