Student Affairs Coordinator

at  McGill University

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Position Summary
Under the direction of the immediate supervisor, provides administrative support for student affairs activities related to professionals enrolled in the Language Training Program of Dialogue McGill, based in McGill’s Faculty of Medicine and Health Sciences (
https://www.dialoguemcgill.ca/en/language-training-program
). Coordinates activities related to registration and grades. Advises professionals taking classes and resolves problems in relation to their file. Produces and coordinates distribution of documents.

Major duties and responsibilities

• Answers student affairs hotline and emails in a professional and timely manner;
• Liaises with students, teaching staff, and administration staff. Provides explanations related to unit regulations, student records, programs and calendars;
• Performs and organizes activities to support the daily operations of the program by ensuring that student affairs services are carried out in accordance with established goals and objectives;
• Plans and attends meetings and special events. Records and distributes minutes;
• Compiles information, verifies and updates timetables and calendar entries;
• Collaborates with supervisor in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor;
• Programs, monitors and troubleshoots the online student record management platform. This includes system setup to allow online placement testing and orientation sessions, program admission, course registration, and program completion in accordance with the relevant policies, practices and procedures;
• During registration period: monitors and controls actual registrations, available spaces, waitlist;
• Examines and verifies registration information related to both online and conversation courses;
• Inform students on course/program offering selection;
• Assists students with administration matters regarding registration, drop and withdrawal procedure, etc;
• Ensures that the attendance register is maintained correctly (information goes to students’ managers at public institutions);
• Downloads and compiles course evaluation results for review by supervisor;
• Updates Dialogue McGill’s relevant website content ;
• Performs other student affairs duties as required.

Other qualifications and education requirements

• At least 2 years of experience in student or client-facing role;
• Bachelors’ degree is an asset;
• Excellent communication skills in English and French, spoken and written;
• Ability to work autonomously and as part of a team in a fast-paced environment;
• Superior organizational and interpersonal skills;
• Detail-oriented with demonstrated ability to provide support to various levels of administration;
• Ability to work on multiple projects within the same timeframe and excellent time-management skills;
• Competency with computer programs, including Microsoft Office (Word, Excel and PowerPoint) and Adobe Pro;
• Knowledge of McGill University’s administrative policies and procedures is an asset.

This position is part of the Language Training Program of Dialogue McGill, based in McGill’s Faculty of Medicine and Health Sciences (
https://www.dialoguemcgill.ca/en/home
) and is paid through research funds. The contract is for one year, but can be renewed.
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 - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Hourly Salary:
(MUNACA Level F) $29.42 - $36.46
Hours per Week:
33.75 (Full time)
Supervisor:
Project Officer
Position End Date (If applicable):
2025-12-26
Deadline to Apply:
2024-11-05
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

• Answers student affairs hotline and emails in a professional and timely manner;
• Liaises with students, teaching staff, and administration staff. Provides explanations related to unit regulations, student records, programs and calendars;
• Performs and organizes activities to support the daily operations of the program by ensuring that student affairs services are carried out in accordance with established goals and objectives;
• Plans and attends meetings and special events. Records and distributes minutes;
• Compiles information, verifies and updates timetables and calendar entries;
• Collaborates with supervisor in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor;
• Programs, monitors and troubleshoots the online student record management platform. This includes system setup to allow online placement testing and orientation sessions, program admission, course registration, and program completion in accordance with the relevant policies, practices and procedures;
• During registration period: monitors and controls actual registrations, available spaces, waitlist;
• Examines and verifies registration information related to both online and conversation courses;
• Inform students on course/program offering selection;
• Assists students with administration matters regarding registration, drop and withdrawal procedure, etc;
• Ensures that the attendance register is maintained correctly (information goes to students’ managers at public institutions);
• Downloads and compiles course evaluation results for review by supervisor;
• Updates Dialogue McGill’s relevant website content ;
• Performs other student affairs duties as required