Administrative Student Affairs Coordinator - Montréal, Canada - McGill University
Description
Please refer to thejob aid for instructions on how to apply.
- Position Summary:
- Under the direction of the Manager Student Affairs, the Administrative Student Affairs Coordinator provides administrative and student affairs support related to the Faculty's Graduate and Postgraduate Teaching Programs. 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.
- Main 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 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.
Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages.
Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents. 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. Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary. 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. Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements. Uses standard office and computer equipment and 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.- 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.
- Qualifications:
- Demonstrated experience working with students and residents and problem-solving in a variety of situations.-
- Demonstrated organizational skills and ability to multitask.-
- Attention to detail as it pertains to r
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