Student Affairs Officer

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Under the direction of the Associate Director, Operations for Post Graduate Medical Education, and working in close collaboration with the Assistant Dean, Admissions, Equity, and Enrolment, the Student Affairs Officer oversees all processes related trainee status throughout the educational life cycle such as student record, registration, immigration, credentialing, leaves, site selection and accreditation, and electives. This includes day-to day management of the Student Records team, responsibility and oversight for managing the student records platform, and acting as a liaison with various McGill units and external agencies.

Primary Responsibilities:

• Management of day-to day student records team and oversight of all activities related to the student record, registration, immigration, credentialing, leaves, site selection and accreditation, and electives.
• Direct supervision of Student Records team, organizing work of the team to ensure appropriate administrative support and business continuity.
• Provide training and support. Follow-up on problematic cases and recommend solutions, identify priorities for urgent action and ensure appropriate leadership is made aware in a timely manner.
• Collaborate with the Medical Education Systems team to ensure the trainee record platforms meets operational needs across the trainee lifecycle, as well as the needs of relevant stakeholder groups ensuring alignment with organizational goals. Monitor performance through data analysis and user feedback, identifying opportunities for further optimization.
• Collaborate with MedIT and recommend modifications regarding the system. Determine record platforms report needs, analyze them and give instructions to the Student Records team.
• Act as the liaison between the following agencies in regards to student affairs: Direction des assurances du réseau de la santé etd es services sociaux (DARSSS), Health Canada, Bureau de Coopération Interuniversitaire (BCI), Collège des Médecins du Québec (CMQ), Royal College of Physicians and Surgeons of Canada (RCPSC), College of family Physicians of Canada (CFPC) and Fédération des médecins résidents du Québec (FMRQ), and between the Faculty of Medecine, the trainee, the residency/fellowship programs, the Immigration Lawyer, Enrollment Services, McGill Legal Department, with regards to all aspects of the immigration process for international trainees.
• Oversee the PGME immigration process for work permit renewals.
• Prepare yearly projection reports and ensure Residency coordinators follow up on monthly updates with programs.
• Oversee the yearly PGME Registration process. Propose changes and make recommendations.
• Ensure PGME website are kept up to date for all sections related to student records, immigration, credentialing and visiting electives.
• Approves and verifies forms, letters to external agencies. Verify, review and approve forms/requests in order to ensure compliance when sending to external bodies such as CMQ, RCPSC, CFPC, Health Canada, BCI, Medical Council of Canada (MCC), FMRQ, DARSSS and Citizenship and Immigration Canada (CIC), and letters of support of good standing for trainees.
• Provide guidance to Academics, external agencies and others.
• Provide support and information to the Associate Dean and Assistant Deans regarding Student Affairs.
• Oversee verification of training requests (credentialing) for the PGME office. Act as back up when required.
• Ensure SOPs and training manuals are up to date.
• Ensures access management to the IRCC platform.

Other Qualifying Skills and/or Abilities

Client-focused, with a high level of tact, diplomacy, and professionalism. Demonstrated ability to build appropriate rapport, constructive and effective relationships with all levels of staff, students, hospitals, agencies and government. Must have strong organizational, priority-setting, problem-solving, research, listening, verbal and written communication skills as well as strong leadership abilities. Proven ability to work autonomously and as part of a team. Sound judgment is essential, along with the ability to perform well under pressure and to meet strict deadlines. Demonstrated ability to take initiative. Proven experience leading implementation of process improvements. Ability to track, analyze, and synthesize a high volume of information, handle multiple projects, meet strict deadlines and identify issues for urgent action. Experience working on an IT development project, understanding of relational databases, experience in web applications development and maintenance. Demonstrated ability to work in a PC environment using databases (Banner, Minerva), MS Office Suite (Word, Excel, PowerPoint, Outlook)

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:

Bachelor’s Degree 3 Years Related Experience /

Annual Salary:

(MPEX Grade 04) $63,810.00 – $79,760.00 – $95,710.00

Job Profile:

MPEX-SAF2D – Student Affairs – Professional 2

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director Operations

Position End Date (If applicable):

2025-10-20

Deadline to Apply:

2024-10-08

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].

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