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Administrative and Student Affairs Coordinator

Université McGill

This is a Full-time position in Montréal, QC posted April 4, 2018.

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.

Major Duties & 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.
  • 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.
  • Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. Prepares clinical placement rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
  • 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.
  • Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  • 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.
  • 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.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks, which may be performed by an employee whose position has been matched to this generic job description.

Education & Experience: DEP (Secretarial/Office Systems); Four (4) years’ related experience

Bilingual (English and French, spoken and written) essential. The ability to liaise with internal and external clients and to work autonomously and as part of a team in a fast-paced, changing environment. Demonstrates professionalism and discretion. Proven ability to work under tight deadlines and to manage multiple priorities. Ability to anticipate possible difficulties, troubleshoot and implement solutions. Proven ability to work with and learn computer applications, databases and presentation software, as well as spreadsheets and word processing programs (e.g., the full Microsoft Office suite, including Access, Excel, Word, PowerPoint; Zoom, Skype, Blackboard Collaborate; etc.). Proven ability to easily adapt to a changing environment. Demonstrates creativity and strong organizational skills. Previous experience in an Educational setting an asset. Experience in supporting project management an asset.

Skills Required

  • Education level: Professional
  • Work experience (years): 3-5 years

Package

Salary: N/D

How to Apply