Administrative Student Affairs Coordinator

McGill University•Sherbrooke, QC

1d•CA$31 - CA$39•Hybrid

About The Position

Under the supervision of the Administrative Manager, the Administrative and Student Affairs Coordinator provides administrative and secretarial support for administrative and student affairs activities for the units covered by ASC 680 (Linguistics; East Asian Studies; Languages, Literatures, Cultures; McGill Writing Center). Acts as main contact for student inquiries. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation.

Requirements

Demonstrated experience working with students in a variety of problems and/or situations.
Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally.
Demonstrated organizational skills and ability to multitask.
Attention to detail as it pertains to coding, reviewing, or summarizing student records.
Demonstrated ability to meet deadlines.
Customer-focused and service-oriented.
Experience with McGill’s web management system as a site editor and/or manager.
English and French, spoken and written.
Proven problem solving and ability to take initiative within areas of responsibility.
Demonstrated knowledge of academic and student related policies and procedures.
Ability to perform under pressure and be resourceful.
DEP - Office Systems
4 Years Related Experience / DEP - Secretarial Studies
Knowledge of English: Level # 3 on a scale of 0-4.
Authorized to work in Canada and willing to work in the province of Quebec.

Responsibilities

Responsible for undergraduate student affairs coordination; verifies and monitors grade changes, works closely with the undergraduate student advisors for undergraduate programs (e.g. HISP, ITAL, etc.), responds to email inquiries from students registered in the units’ undergraduate programs.
Liaise with and coordinates between Enrolment Services, Exam Office, (for final examinations), Faculty of Arts OASIS Office, Course Scheduling Office, and other relevant offices.
Coordinates in-departmental final examinations; schedules final exams in banner, room bookings for in-department exams, prints the examinations and prepares the exam booklets, coordinates with professors as required.
Collects and reviews course outlines to ensure accuracy and adherence to specific templates and formats; posts course outlines on each units’ respective websites.
Distributes and tracks the Methods of Evaluation Forms; ensure professors complete the forms within deadlines; follow-up as required.
Responsible for graduation audits; send out communications, reports and reminders to Faculty advisors.
Act as point of contact for other Faculties’ student affairs staff for interdepartmental or interuniversity students.
Send out reminders about grade submission; Follow-up on that, may input grade changes, Oversees course enrollment and course waiting lists. Updates as required.
Act as contact person for professors, students, administrators for registration questions or issues.
Issues permit overrides for students and professors when requested.
Coordinates and processes IUT requests, consults with course instructors as needed, determines outcomes, and updates the IUT system accordingly.
Responsible for class scheduling for multiple programs; completes and edits course scheduling in DCU system for upcoming academic year.
Works on the schedule for next year – DCU for upcoming academic year.
Downloads the tentative schedule each spring ahead of meetings with Chairs and Directors; submits changes to timetable team.
Act as contact for timetable team (adds additional courses or sections, and room bookings); includes in extra lines for extra course activities (labs, seminars, etc.).
Opens all summer courses for the departments supported by the ASC.
Submits access requests for incoming program directors
Responsible for room bookings in some units’ buildings
Monitors resource accounts for East Asian Studies and Languages, Literatures, Cultures departments; triages and distributes emails as required
Act as back up to the graduate student coordinator when required.
Distributes general communications, course and program advertisement through listservs/contact lists.
Responsible for graduation awards, for in-stream and graduating students, coordinates with undergraduate advisors; liaises with the Faculty’s Program Administrator for awards and scholarship distribution.
Submits course changes, program changes, in Minerva; participates in administration of program changes and course changes.
Maintains the undergraduate E-calendar.

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