Administrative Student Affairs Coordinator

McGill University

4d•$31 - $39

About The Position

Coordinates and administers award, scholarship, and fellowship processes for students, ensuring compliance with University and funding agency regulations. Advises students on eligibility, deadlines, and procedures, resolving issues and maintaining accurate records. Processes and monitors awards in institutional systems, liaising with internal and external stakeholders to ensure timely disbursement and reporting. Prepares financial and statistical reports, reconciles funds, and supports data accuracy through verification and analysis. Contributes to outreach and training initiatives, assists in streamlining administrative processes, and maintains up-to-date documentation, templates, and web content. Acts as a resource person for inquiries and supports operational continuity in the supervisor’s absence.

Requirements

Must be client-focused and service-oriented, with demonstrated ability to provide accurate and timely service to students, faculty, staff, and external funding agencies.
Demonstrated experience administering awards, scholarships, or fellowship programs, including advising students on eligibility, procedures, and deadlines.
Demonstrated knowledge of university and external funding agency regulations, with the ability to interpret and apply policies accurately and consistently.
Strong organizational skills and attention to detail, with demonstrated ability to manage student files, verify data, monitor eligibility, and meet strict deadlines.
Demonstrated ability to compile, verify, and maintain financial and statistical information, including preparing routine reports, reconciling data, and identifying discrepancies for follow-up.
Effective oral and written communication skills, with the ability to clearly explain funding guidelines and administrative processes and to draft and proofread correspondence.
Demonstrated judgment and problem-solving skills in resolving issues of moderate complexity and escalating matters appropriately.
Demonstrated initiative, with the ability to work independently and collaboratively within a team environment.
Demonstrated ability to work in a computerized environment, with a strong command of MS Office (Word, Excel, PowerPoint, Outlook) and experience using institutional systems such as BSA, Banner SIS, Minerva, B2, and document management platforms.
English and French, spoken and written.
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Responsibilities

Coordinates the application process for awards, scholarships, and fellowships.
Receives and provides detailed information and explanations to students on procedures and deadlines.
Verifies that student files are complete and, as required, ensures necessary linkage with funding agencies.
Verifies, completes and approves forms concerning internship programs.
Advises students in relation to their fellowship files.
Resolves problems.
Ensures the application of University and funding agency regulations and deadlines.
Participates in file review through ongoing eligibility verification.
Maintains a current file of students and graduates for designated award programs.
Processes awards in the BSA system.
Sets disbursing methods and schedules.
Liaises with Student Funding and other units as it relates to award processing.
Keeps track of ongoing eligibility and submits changes to awards in BSA as appropriate.
Identifies and verifies files of graduating students.
Prepares documents for convocation and dissertation award nominations.
Runs convocation and dissertation prizes/awards.
Reports graduation to funding agencies when appropriate.
Produces reports and statistics.
Creates charts for reporting purposes.
This includes data extraction, verification, sorting, creating statistics and charts, analyzing data and identifying discrepancies and errors to escalate to supervisor.
Participate in community outreach and training activities.
Contribute to developing content for information session presentations.
Participate in delivering session content and answer questions from participants.
Provide one-on-one training when required.
Prepares requests for fund openings to Financial Services.
Prepares requests for invoices.
Liaises with Financial Services to ensure proper financial reporting by set deadlines.
Reconciles funds on a monthly basis.
Provides information for overall reconciling and reporting done by the manager.
Participate in streamlining of administrative process in the Funding Unit.
Identify issues and propose solutions.
Create templates for standard correspondence and documentation.
Ensure such templates are up to date.
Use a variety of software in support of funding operations.
Act as a resource person.
Provide information and answer inquiries of moderate complexity from a diverse audience internal and external to McGill.
Explain funding guidelines and administrative processes.
Escalate cases to supervisor / and/or Manager when required.
Monitor multiple inboxes and ensure timeliness of responses.
Updates, prepares and coordinates publication of documents including maintaining and updating web pages.
Compiles information, verifies and updates the unit’s working calendar.
When appropriate, in the absence of the supervisor, attends meetings, takes notes and ensures follow-ups on decisions within area of responsibility.
Maintains filing systems (uploading files on D2 system) to arrange for archiving.

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits