Administrative Student Affairs Coordinator

McGill University

1d•$31 - $39

About The Position

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.

Requirements

At least 2 years of student affairs experience in a student-facing role.
Must be client-focused and service-oriented, with a proven ability to interact with staff and residents of all levels.
Demonstrated initiative, strong organizational skills, and ability to prioritize and multi-task to meet changing deadlines.
Demonstrated ability to solve problems, result oriented.
Proven ability to work independently and as part of a team.
Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation.
Ability to take accurate meeting minutes.
Experience in event Planning.
Discretion and patience in dealing with confidential information.
At ease in a PC environment using Microsoft Office programs and specialized databases such as MyCourses, Minerva, Banner, One45 programs.
Advanced knowledge of Excel and Zoom ( Must be able to schedule meetings, manage passwords, breakout rooms, etc.) is essential.
Excellent communication and interpersonal skills.
English and French, spoken and written.
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Nice To Haves

Previous experience working in a clinical setting, is considered to be an asset.
knowledge of MS Teams ( Schedule meetings; create files in teams to be shared , etc.) is a strong asset.

Responsibilities

Assists in organizing all educational activities such as teaching schedule, rotations, electives and journal club
Maintains a record of schedules.
Informs residents, teaching faculty and other relevant health professionals and administrative personnel of the schedule and any changes therein
Processes and assigns application dossiers for new residents of the programs
Coordinates arrangements for events of the training program including: Interviews, Annual Orientation Session for first year Residents, Welcome Dinner, Graduation, Resident retreats, Research day/night, Career Day, etc
Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents
Monitors and reconciles accounts, statements and reports
Records expenses and provides account statements on request
Prepares files for the Selection Committees for review and rating
Processes 6-month and Final Verification of training evaluation in One45 program or similar
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
Coordinates and maintains documentation in accordance with accreditation requirements for the Programs
Prepares reports and other documentation as required to be presented to the Canadian Residency Accreditation Consortium (CanRAC)
Updates information in resident handbook, manuals, One45 program or similar, network drive, etc
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