Administrative Student Affairs Coordinator

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Position Summary:
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 and Responsibilities:

• Assists in organizing all educational activities such as teaching schedule, rotations, electives and journal club;
• Maintains a record of schedules. Informs residents, teaching faculty and other relevant health professionals and administrative personnel of the schedule and any changes therein;
• Processes and assigns application dossiers for new residents of the programs;
• Coordinates arrangements for events of the training program including: Interviews, Annual Orientation Session for first year Residents, Welcome Dinner, Graduation, Resident retreats, Research day/night, Career Day, etc;
• Receives requests for leaves, including vacation, study leaves, medical leaves, conference leaves from the residents;
• Monitors and reconciles accounts, statements and reports;
• Records expenses and provides account statements on request;
• Prepares files for the Selection Committees for review and rating;
• Processes 6-month and Final Verification of training evaluation in One45 program or similar;  
• 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;
• Coordinates and maintains documentation in accordance with accreditation requirements for the Programs;
• Prepares reports and other documentation as required to be presented to the Canadian Residency Accreditation Consortium (CanRAC);
• Updates information in resident handbook, manuals, One45 program or similar, network drive, etc;
• Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit;

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. Testing may be administered.

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:

Student Affairs Manager

Position End Date (If applicable):

Deadline to Apply:

2026-02-14

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].