Student Affairs Coordinator

Job Description

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Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Advises students and resolves problems in relation to their file. Produces and coordinates distribution of documents.

Major Duties and Responsibilities:
(i) Receives and provides detailed information and explanations to students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs. (ii) Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits and probationary status. Prepares and verifies files. Coordinates and schedules student interviews. (iii) Informs students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement. (iv) Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. (v) Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centres, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars. (vii) Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares, schedules and books exams for unit.

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.

Other Qualifying Skills and/or Abilities: Proven experience to clearly transmit and receive information accurately. Demonstrated experience in critical thinking and problem solving; must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities. Proven flexibility, in order to adapt to tight deadlines, frequent changes and demands. Must be able to demonstrate a high level of professionalism and discretion at all times. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Demonstrative ability to conduct research and to prepare briefing notes. Ability to take accurate meeting minutes and follow up on action items. Demonstrated ability to organize events. Proven ability to work independently and as part of a team. Ability to build constructive and effective work relationships with staff of all levels. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and video conferencing tools (Zoom, MS Teams). Knowledge of undergraduate student affairs an asset. Fully bilingual in English and French (written and oral). Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies Hourly Salary: (MUNACA Level F) $29.42 - $36.46 Hours per Week: 33.75 (Full time) Supervisor: Student Affairs Officer Position End Date (If applicable): 2024-09-30 Deadline to Apply: 2023-09-14 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 .