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Faculty/Unit: The School of Continuing Studies, Management & Entrepreneurship Domain
Position Summary:
Reporting to the Program Manager of the Administrative Hub at the School of Continuing Studies (SCS), and working in close collaboration with Technology and Innovation (T&I), and Professional and Corporate Education (P&CE) domains, the Program Administrator will be responsible for the planning, organization, and administrative matters to ensure the smooth delivery of McGill SCS collaborative activities serving Africa and Africa diaspora clientele. The Program Administrator will participate in implementing efficient processes for coordination across stakeholders, tracking finance and budget tasks.

Primary Responsibilities:

• Working closely with the supervisor, SCS staff/faculty across domains, and other relevant internal and external stakeholders, plan, develop, and implement administrative policies and processes to support SCS Africa collaborative and outreach goals, objectives, daily operations, programming and service mandates.
• Participate in assessing key issues and projects, process and approve a variety of documentation including processing and approving budget reports, timesheets/payroll, and expense reconciliation using information from Workday, Banner, Destiny and Minerva to ensure compliance with applicable policies.
• Administer/ reconcile budgets, as well as prepare financial reports.
• Act as a resource person by communicating relevant course information, registration policies, and other departmental information in person, via telephone and email, as well as through regular website updates and other outreach.
• Coordinate with internal stakeholders for the development of course schedules in Destiny, Minerva, and Banner for non-credit or for-credit sections ensuring that deadlines are met. Create/update system information in support of new/changed course information.
• Apply course allocation processes, prepare and post courses available, coordinate with stakeholders for course allocation processes, communication of course allocation notifications to lecturers, managing allocation exceptions, lecturer onboarding, and lecturer inquiries.
• Coordinate with internal stakeholders to administer the delivery of course material sourcing and production needs and opening of course sections.
• Coordinate with internal stakeholders for postings, contracts, renewals, priority points and other lists in accordance with the University and collective agreement guidelines and deadlines.
• Monitor registrations to ensure smooth implementation of courses, study groups, workshops, tutoring, mentorship sessions, lectures, special projects, and other non-credit activities.
• Maintain and update procedures, checklists, and templates used, create Standard Operating Procedures (SOPs), and train Administrative Coordinator(s) or other office staff on operations.
• Oversee administrative staff and stakeholders where needed in carrying out their functions effectively.
• Regularly confer with supervisor and relevant stakeholders to plan and coordinate administrative support needs.
• Organize and lead workshops on administrative policies and processes, and student orientation.
• Ensure that SCS Africa collaborative and outreach administration activities are consistent with the policies and procedures of SCS and McGill.
• Act as a liaison between SCS Africa collaborative outreach and internal and external stakeholders to ensure appropriate administrative support and services are made available.
• Identify potential areas of development of SCS Africa collaborative outreach activities and make proposals in this regard to SCS.
• Report to supervisor on outreach activities and their impact on SCS.
• Serve as a member on various SCS committees.

Other Qualifying Skills and/or Abilities:
DEC III and three (3 years’) related experience with prior experience in academic administration is an asset. Demonstrated ability to work in an MS Office environment, including high proficiency in Excel. Demonstrated experience using Workday, Banner, SIS, FIS, and MMP. Experience with WMS, Destiny One, and survey software is an asset. Demonstrated experience working in a unionized higher-education environment. Excellent interpersonal and service-oriented abilities, including tolerance and compassion in stressful situations. Experience working with budgets. Demonstrated experience working effectively with undergraduate and graduate students from diverse social, academic, economic, and cultural backgrounds. Proven planning, organizational, problem-solving and decision-making skills. Proven ability to work autonomously and as part of a team. High level of professionalism, discretion, attention to detail, accuracy, and confidentiality is required. Demonstrated ability to work flexibly and under pressure on multiple projects, to multi-task, prioritize and meet strict deadlines. 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.

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 waiver 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.
For a definition of our language proficiency levels, please click
here.
Minimum Education and Experience:
DEC III 3 Years Related Experience /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
Hours per Week:
33.75 (Full time)
Supervisor:
Area Manager, Programs and Partnerships
Position End Date (If applicable):
2027-02-28
Deadline to Apply:
2025-08-03
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

• Working closely with the supervisor, SCS staff/faculty across domains, and other relevant internal and external stakeholders, plan, develop, and implement administrative policies and processes to support SCS Africa collaborative and outreach goals, objectives, daily operations, programming and service mandates.
• Participate in assessing key issues and projects, process and approve a variety of documentation including processing and approving budget reports, timesheets/payroll, and expense reconciliation using information from Workday, Banner, Destiny and Minerva to ensure compliance with applicable policies.
• Administer/ reconcile budgets, as well as prepare financial reports.
• Act as a resource person by communicating relevant course information, registration policies, and other departmental information in person, via telephone and email, as well as through regular website updates and other outreach.
• Coordinate with internal stakeholders for the development of course schedules in Destiny, Minerva, and Banner for non-credit or for-credit sections ensuring that deadlines are met. Create/update system information in support of new/changed course information.
• Apply course allocation processes, prepare and post courses available, coordinate with stakeholders for course allocation processes, communication of course allocation notifications to lecturers, managing allocation exceptions, lecturer onboarding, and lecturer inquiries.
• Coordinate with internal stakeholders to administer the delivery of course material sourcing and production needs and opening of course sections.
• Coordinate with internal stakeholders for postings, contracts, renewals, priority points and other lists in accordance with the University and collective agreement guidelines and deadlines.
• Monitor registrations to ensure smooth implementation of courses, study groups, workshops, tutoring, mentorship sessions, lectures, special projects, and other non-credit activities.
• Maintain and update procedures, checklists, and templates used, create Standard Operating Procedures (SOPs), and train Administrative Coordinator(s) or other office staff on operations.
• Oversee administrative staff and stakeholders where needed in carrying out their functions effectively.
• Regularly confer with supervisor and relevant stakeholders to plan and coordinate administrative support needs.
• Organize and lead workshops on administrative policies and processes, and student orientation.
• Ensure that SCS Africa collaborative and outreach administration activities are consistent with the policies and procedures of SCS and McGill.
• Act as a liaison between SCS Africa collaborative outreach and internal and external stakeholders to ensure appropriate administrative support and services are made available.
• Identify potential areas of development of SCS Africa collaborative outreach activities and make proposals in this regard to SCS.
• Report to supervisor on outreach activities and their impact on SCS.
• Serve as a member on various SCS committees