Administrative Student Affairs Coordinator

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. 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.

Major 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 factual 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.

Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.

Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.

Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. 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.

Uses 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.

Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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:
The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, ability to prioritize and multi-task on a number of projects, to meet regular deadlines. Discretion in dealing with confidential information. Previous experience working in a clinical setting is an asset. Proven ability to work independently and as a member of a team. Must be client-focused and service-oriented, with a proven ability to build constructive work relationships with staff of all levels. Experience in a similar frontline position, an asset. Demonstrated ability to clearly receive, retain and transmit information effectively with diverse constituencies on matters of policy and process. Coordinate communication between various departments, programs, to schedule meetings, distribute reports and keep all parties informed of general business operations. Event planning experience is an asset. Attention to detail and a proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated ability to prepare meeting agendas and to take and write minutes. Proven ability to analyze data and statistics for the purposes of reporting in addition to budget management. Demonstrated ability to take initiative and problem-solve while remaining calm under pressure. Proven ability to work in a PC environment using Microsoft 365 with a focus on Excel, Minerva, Banner, Workday, presentation software, email and the internet. The successful candidate will enjoy learning and adapting to new software and providing support to others. Experience with the development of web-based communications (knowledge of DRUPAL an asset). French and English, spoken and written.

Minimum Education and Experience:
DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:
(MUNACA Level 10A) $23.40 – $32.28

Hours per Week:
33.75 (Full time)

Supervisor:
Administrative Officer

Position End Date (If applicable):
06/30/2022

Deadline to Apply:
06/22/2021

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, [email protected] or 514-398-3711.