Administrative Student Affairs Coordinator - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Under the direction of the Graduate Studies Officer, 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.
Duties and Responsibilities:
Acts as resource person regarding academic and administrative policies and procedures for the Graduate and Postgraduate unit.
Provide general clerical support to the Associate Dean of Research and Graduate Studies, the Associate Dean of Postgraduate Education and the Program Directors of OMFS and General Residency Program.
Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information and explanations to researchers, graduate students, and postgraduate students, where applicable.
Participates in ensuring the smooth functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Followsup and ensures appropriate implementation of decisions made by supervisor.
Provide support in the admissions and registration processes in the unit. Aid students with various forms concerning course or program changes, and residency and internship programs.
Provide administrative support with course calendars by compiling information, verifying, and updating timetables. Maintains course scheduling for graduate students and residents.
Provide administrative support to unit during peak periods such as the start and end of a semester by assisting with course and residency evaluation, and exam scheduling (room booking, preparing timetables and schedules).
Participate in the administrative processes for doctoral comprehensive and oral defense examinations and the submission of theses and dissertations.
Coordinates submission of grades and requests for grade revisions as well as deferred exams.
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.
Takes note and prepares various documents such as correspondence, reports, memos, etc.
Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility.
Schedules meetings and assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
Assist with arrangements for events such as symposia and conferences.
Maintains filing systems and arranges for archiving.

Qualifications:

Demonstrated experience working with students and residents and problemsolving in a variety of situations.
Demonstrated organizational skills and ability to multitask. Attention to detail as it pertains to reviewing or summarizing student records.
Demonstrated ability to meet deadlines.
Customerfocused and serviceoriented.
Experience with policy and procedure enforcement.
Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally in English and French.
Demonstrated ability to use advanced Banner functions and Minerva. Proven ability to verify work.
Demonstrated ability to edit documentation for grammar, spelling and punctuation. Proven problem solving and ability to take initiative within areas of responsibility.
Demonstrated ability to compose routine correspondence, to proofread and edit, to record minutes.
Demonstrated knowledge of academic and student related policies and procedures.
Ability to perform under pressure and be resourceful.
Knowledge of French and English._
McGill University is an Englishlanguage university where day to day duties may require English _

- communication both verbally and in writing._

Minimum Education and Experience: