Administrative Student Affairs Coordinator

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Position Summary:
Under the direction of the Faculty Advisor in the Office of Advising and Student Information Services (OASIS), provides administrative and secretarial support for administrative and student affairs activities and services. Participates in ensuring the smooth functioning of the unit's operations. Acts as a resource person for policies and procedures. Coordinates activities related to such student affairs portfolios as academic advising services, IUT, Leave of Absence, graduation, transfer credits, and the like. Edits documents for grammar and accuracy.

Major Duties and Responsibilities:

•   As directed, provides administrative support and assists Faculty Advisors for all portfolios and areas of responsibility of the unit in relation to matters such as course equivalencies, recognition of courses from other institutions, Leave of Absence, probationary status, etc.

• Reviews and processes IUT applications within the Faculty, maintains tracking data for applications and confirms accuracy of transfer credits. 

• Provides students with accurate, detailed information on their academic records while explaining relevant academic policies, regulations, and deadlines. Prepares student records to determine academic standing, transferability of credits or exemptions, and eligibility for graduation, resolving related issues to ensure compliance with institutional requirements.

• Administers leave of absence requests to determine eligibility in accordance with established policies and procedures; ensures accurate and timely record updates and maintains comprehensive tracking and reporting data.

• Acts as a primary administrative resource for student inquiries by delivering clear and accurate information on academic programs, registration procedures, and university services. Serves as a resource person on academic and administrative policies and procedures, resolves issues within the scope of responsibility, communicates institutional guidelines, and escalates complex matters to the appropriate departments as needed.

• Assists Faculty Advisors in verifying graduating student files including transcript updates, preparing graduation letters.

• Assists Faculty Advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status.

• Assist with 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.

• Prepares, organizes, and validates administrative files in accordance with established university policies and documentation standards; conducts detailed reviews to ensure completeness, accuracy, and compliance, while supporting records management through systematic filing. Coordinates and organizes meetings and events, including scheduling, logistics, and documentation, and when needed, prepares and maintains accurate meeting minutes.

• Receives and screens telephone calls as well as inquiries through the service desk portal. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary. 

• 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.

• 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.

Other Qualifying Skills and/or Abilities:

Ability to work autonomously and as part of a team. Must be able to always demonstrate a high level of professionalism and discretion. Demonstrated ability to transmit and receive information accurately, listen, and assist with problems. Demonstrated initiative, organizational skills, and ability to prioritize and multitask to meet regular deadlines. Experience working as a frontline point of contact. Must be client-focused, resourceful and service-oriented for both in-person and online advising. Demonstrated organizational skills and attention to detail. Knowledge of student affairs functions. Demonstrated ability to work in a PC environment, word-processing, intermediate ability with spreadsheets, databases, presentation software, Banner (SIS), Minerva and email. English and French, spoken and written.

Knowledge of 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 (fluent) on a scale of 0-4.

As one of Montreal's Top Employers, here is what we offer:

• 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

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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 (fluent) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

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:

Faculty Advisor

Position End Date (If applicable):

Deadline to Apply:

2026-04-22

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].