Administrative Student Affairs Coordinator

McGill University•Sherbrooke, QC

5d•CA$31 - CA$39•Hybrid

About The Position

Under the direction of the immediate supervisor, the incumbent will provide administrative and secretarial support for administrative and student affairs activities. The incumbent will participate in ensuring the smooth functioning of operations and will be responsible for maintaining unit documents and files. The incumbent will act as resource person regarding policies and procedures, coordinates activities related to admission, examinations, registration, and graduation, and advises students while resolving problems in relation to their files. The incumbent will edit documents for grammar and accuracy, and administer unit accounts.

Requirements

Customer-focused and service-oriented.
Proven ability to work in a PC environment using MS Word, Excel and Outlook.
Knowledge of Banner SIS.
Demonstrated organizational skills and ability to multi-task.
Demonstrated ability to meet deadlines.
Proven problem solving and ability to take initiative within areas of responsibility.
Attention to detail.
Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
Knowledge of French and English.
The level of English required for this position has been assessed at a level 3 on a scale of 0-4.
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.
DEP - Office Systems
4 Years Related Experience
DEP - Secretarial Studies

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.
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
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
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 on and ensures appropriate implementation of decisions made by supervisor
Screens and sorts mail.
Prepares files attaching appropriate supporting documentation and researching information as required.
Responds to requests within area of responsibility.
Notes required actions and ensures follow-up.
Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status.
Prepares and verifies files.
Coordinates and schedules student interviews
Receives and provides detailed information and explanations to students.
Controls enrolment in courses.
Participates in the organization of admissions and registration.
Prepares, examines and verifies admissions and registration files related to courses and programs.
Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration.

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