Administrative Student Affairs Coordinator

at  McGill University

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Position Summary:
Reporting to the Administrative Supervisor, the Administrative Student Affairs Coordinator plays a critical role in supporting multiple Associate Deans, faculty committees, and academic programs. This position involves managing various administrative tasks, coordinating meetings, overseeing the student’s awards and fellowship processes, and ensuring smooth operations within the office. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication skills.

Primary Responsibilities:

• Review and communicate the departmental funding model.
• Distribute funding breakdowns to department heads and collect funding plans.
• Draft and distribute confirmation letters regarding departmental funding.
• Complete and submit faculty allocation forms to Graduate & Postdoctoral Studies (GPS).
• Maintain annual memos and checklists for distribution to department heads and Graduate Program Directors (GPDs) in regard to awards and fellowships.
• Act as a resource for questions regarding procedures and applications for awards and fellowships.
• Provide regular support and training to junior staff, helping them get familiar with the systems, processes, and expectations for their tasks (ex: the MINERVA reimbursement system, calendar management, etc).
• Ensure staff follow organizational policies and procedures, such as those related to document management, data security, and confidentiality, particularly for student or financial information.
• Organize and maintain applicant files, ensuring completeness for the review process.
• Draft letters of congratulations and regrets for award recipients And communicate with awardees about acceptance and funding processes. Schedule and coordinate meetings for the RGS committee, including participant communication and documentation preparation.
• Attend meetings, take minutes, and distribute them to committee members.
• Gather and coordinate materials for inclusion in the University’s calendar, ensuring deadlines are met and information is consistent.
• Collect and prepare receipts and expense reports for reimbursement through MINERVA.
• Organize various meetings and events, including travel arrangements and catering.
• Collect and analyze data for reports as needed.
• Take meeting minutes and prepare an agenda.
• Recommend and implement procedural changes to enhance office efficiency.
• Create and maintain electronic and paper filing systems.
• Monitor timesheets for research and project assistants, submitting them to the Finance Department as necessary.
• Prepare advertising materials for graduate student workshops and coordinate publication of documents.
• Prepare complex correspondence and ensure adherence to deadlines.
• Serve as a contact for inquiries related to Graduate and Postdoctoral Studies.

Other Qualifying Skills and/or Abilities

• Proven experience in administrative support, preferably in an academic setting,
• The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, demonstrated organizational skills ability to prioritize and multi-task on a number of projects, to meet regular deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite and experience with database management with a focus on Banner, Minera, McGill Market Place (MMP), Banner Student Aid for Canada (BSAC)Ability to work independently and as part of a team.
• Discretion in dealing with confidential information.
• Demonstrated ability to prepare meeting agendas and to take and write minutes.
• Attention to detail and a proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting.
• 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 (qualifier) on a scale of 0-4

Additional Information:

• This is a 1 year term contract.

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:
Administrative Supervisor
Position End Date (If applicable):
2026-01-27
Deadline to Apply:
2025-02-11
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

• Review and communicate the departmental funding model.
• Distribute funding breakdowns to department heads and collect funding plans.
• Draft and distribute confirmation letters regarding departmental funding.
• Complete and submit faculty allocation forms to Graduate & Postdoctoral Studies (GPS).
• Maintain annual memos and checklists for distribution to department heads and Graduate Program Directors (GPDs) in regard to awards and fellowships.
• Act as a resource for questions regarding procedures and applications for awards and fellowships.
• Provide regular support and training to junior staff, helping them get familiar with the systems, processes, and expectations for their tasks (ex: the MINERVA reimbursement system, calendar management, etc).
• Ensure staff follow organizational policies and procedures, such as those related to document management, data security, and confidentiality, particularly for student or financial information.
• Organize and maintain applicant files, ensuring completeness for the review process.
• Draft letters of congratulations and regrets for award recipients And communicate with awardees about acceptance and funding processes. Schedule and coordinate meetings for the RGS committee, including participant communication and documentation preparation.
• Attend meetings, take minutes, and distribute them to committee members.
• Gather and coordinate materials for inclusion in the University’s calendar, ensuring deadlines are met and information is consistent.
• Collect and prepare receipts and expense reports for reimbursement through MINERVA.
• Organize various meetings and events, including travel arrangements and catering.
• Collect and analyze data for reports as needed.
• Take meeting minutes and prepare an agenda.
• Recommend and implement procedural changes to enhance office efficiency.
• Create and maintain electronic and paper filing systems.
• Monitor timesheets for research and project assistants, submitting them to the Finance Department as necessary.
• Prepare advertising materials for graduate student workshops and coordinate publication of documents.
• Prepare complex correspondence and ensure adherence to deadlines.
• Serve as a contact for inquiries related to Graduate and Postdoctoral Studies