Administrative Student Affairs Coordinator

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Position Context

The Department of Family Medicine offers a fully accredited two-year Postgraduate Training Program based in a primary care training delivered at 12 clinical teaching units. It is the largest residency program at McGill, with approximately 110 incoming residents each year.  It also offers optional extensions of training (up to 6 months) and third year enhanced skills training in 7 programs that are  (6-12 months in duration) In response to growing demand for family doctors in Quebec, the Program  has experienced  significant growth in the past few years, in the size of the resident cohort, the number of teaching sites, and the overall program content and length. 

Reporting to the Program Administrator, Resident Affairs and Sites the incumbent supports residents, site directors and clinical site administrators in their day-to-day activities to ensure clear communication and collaboration between the sites and McGill.

Primary Responsibilities

• Serve as the first administrative point of contact for residents, PGME Site Directors, clinical site administrators, and other individuals involved in the delivery of the Post Grad Medical Education in Family Medicine at the teaching sites (GMF-Us) across the province to ensure the smooth delivery of the program in the clinical environment, under non-McGill admin leaders.

• Foster positive and collaborative relationships with team members who are not affiliated with McGill and are essential to providing a consistent high quality resident experience.

• Participate in training and continual assistance to clinical site administrators and Program Site Directors situated in GMF-Us.

• Conduct regular meetings with site administrators to evaluate resident dossiers, address concerns, and provide information on McGill policies and systems. In cases where escalation is required, take appropriate action.

• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents and site administrators.

• Monitors and reconciles accounts, statements and reports;

• Coordinate the expense reimbursement associated with program activities for residents, Program and Site Directors

• Records expenses and provides account statements on request;

• Resolve One45-related inquiries and concerns, and provide necessary support as needed. Collaborate with the PGME One45 team to resolve any issues that may emerge.

• Serve as the main point of contact for incoming residents to the program at McGill. Address inquiries, provide information and guidance, and make referrals to relevant McGill resources to support their integration and orientation into the Family Medicine residency program.

• Provide administrative support to the Program Administrator, Resident Affairs and Sites during the CaRMS admissions process. This includes scheduling interviews, communicating with candidates, arranging interview dates, etc.

• Participate in the organization and running of program activities and events when required such as orientation, accreditation, and promotional events etc.

• 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;

• Act as part of the departmental team and assist other programs to meet set deadlines as needed.

• 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 job description.

Other Qualifying Skills and/or Abilities:

The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, ability to prioritize and multi-task on a number of projects, to meet regular deadlines. Proven ability to work independently and as a member of a team. Exceptional interpersonal communication skills, ability to interact with academics, residents, fellows and staff of all levels. Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations. Event Planning. Organizational astuteness, Administrative writing skills, Supports innovation, ability to remain calm under pressure, Excellent problem solving and prioritizing skills, Resourceful. Resolves problems by analyzing information, identifying and communicating solutions. Attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take minutes. At ease in a PC environment using Microsoft Office programs and specialized databases, Minerva, Oracle and One45 program. Previous experience working in a clinical setting is considered to be an asset. Excellent verbal and written communication skills in English and French. Testing may be administered.

*Occasional travel to our sites may be required. (in Montreal and to our sites located off the island of Montreal).

*Soft funded position

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.

Minimum Education and Experience:

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Program Administrator

Position End Date (If applicable):

2027-01-03

Deadline to Apply:

2026-04-03

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].