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 and Responsibilities:

• Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
• Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
• Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.
• Advises 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 administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
• 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.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
• Uses standard office equipment such as 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.
Other Qualifying Skills and/or Abilities:
Must be client-focused and service-oriented, with a proven ability to build good working relationships with staff, students and faculty, and to assist them with complex problems. Must be able to demonstrate consistent and high levels of professionalism, discretion, and attention to detail.
Proven ability to adapt to change, to work and solve issues autonomously, and to work as a member of a team. Demonstrated ability to clearly transmit and receive information both verbally and in writing, using appropriate spelling, grammar, and punctuation. Experience multitasking in a high-volume unit that serves multiple departments/customers/stakeholders. Ability to work in a PC environment using word-processing, spreadsheets, and presentation software, as well as email. Experience with MINERVA, Banner (SIS,), myProgress, and myThesis dashboards an asset. Knowledge and experience dealing with graduate programs is an asset. Knowledge of the thesis submission process is an asset. Candidate must be fluently bilingual.
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

• Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
• Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
• Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.
• Advises 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 administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
• 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.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
• Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine