Administrative Student Affairs Coordinator

McGill University•Montreal, QC

5d•CA$31 - CA$39•Hybrid

About The Position

The Field Studies and Internship Office in the Faculty of Science is a key resource for students participating in various field study semester (FSS) programs, including those in East Africa, Barbados, Panama; the Science Internship Program (SIP); the B.Sc. Global Designation; and the Enriched Educational Opportunities (EEO) in Science program. This office provides essential support and guidance, ensuring students have all the information and resources they need for a successful experience. The Administrative Student Affairs Coordinator will support the field studies and internship programs by advising students on the program requirements, processing financial transactions, creating communication content for websites and social media platforms, coordinating events, and administering and maintaining the cloud-based office system (SharePoint).

Requirements

Bilingual; excellent verbal and written communication skills, in both English and French.
Demonstrated ability in using Microsoft 365 applications, including Power Automate, Word, Excel, Outlook, SharePoint, Teams.
Demonstrated experience working with students and knowledge of student policies, procedures, and support services.
Demonstrated ability to build and maintain effective working relationships with students, faculty, staff, and external stakeholders.
Strong interpersonal skills with the ability to exercise tact, diplomacy, sound judgment, and professionalism when responding to inquiries and addressing concerns.
Demonstrated client-service orientation and ability to adapt communication style to diverse audiences and situations.
Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and handle competing demands in a fast-paced environment.
Demonstrated attention to detail and accuracy in the administration of records, student documentation, financial transactions, and communications.
Experience coordinating events, information sessions, recruitment activities, or outreach initiatives.
Experience creating and maintaining content for websites, newsletters, and social media platforms, particularly Instagram.
Experience processing invoices, expense reports, reimbursements, accounts payable transactions, and financial reconciliations.
Ability to collect, organize, verify, and maintain confidential information with a high degree of accuracy.
Demonstrated initiative and problem-solving skills, with the ability to work independently and as part of a team.
Must be authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
English communication both verbally and in writing at a level #4 (qualifier) on a scale of 0-4.

Nice To Haves

Familiarity with Minerva, and Student Record Web Forms, BSAC, Banner SIS, and MMP are preferred.

Responsibilities

Act as a resource person regarding academic and administrative policies and procedures for the Faculty of Science Internship Program (SIP); the Field Study Semester (FSS) programs in East Africa, Barbados, Panama, etc.; the Enriched Educational Opportunities bursary program; and the B.Sc. Global Designation.
Monitor the unit’s shared inbox, responding to inquiries, providing information, and ensuring timely follow-up with students and other stakeholders.
Collect, verify, organize, and track student paperwork for all programs managed by the office and follow up with students as needed.
Plan and attend meetings, pre-departure and information sessions, taking notes and creating reports based on these meetings and on additional data collected.
Process invoice payments.
Update and maintain the webpages and the online office system as needed.
Respond to student questions, assess applications and eligibility, follow University, Provincial and Federal applicable frameworks, promote, etc. related to the SIP program.
Coordinate application process for awards and fellowships.
Assist with the reconciliation and administration of FSS funds.
Under the supervision of the officer, develop promotional materials for different mediums (McGill contacts, Instagram, Science Communication Team, University newspapers, etc.). And coordinate program promotion calendar.
Participate in on-campus recruitment and development activities: Orientation, Science Study Abroad Fairs, Open House, Discover McGill, Foundation Year Interest Group (FIGS), donor appreciation events, etc.
Conduct recruitment class visits in coordination with the Officer. Provides support for the student ambassadors (e.g., materials, calendar coordination, program presentation in classes, posters, etc.).
Collaborate with relevant McGill offices during the organization of FSS exhibitions.
May have to work evenings and weekends for special occasions.

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