Administrative Student Affairs Coordinator

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Faculty of Science

Department of Physics

This is a leave replacement until January 2027.

Position Summary:

Under the direction of the Administrative Officer, the Administrative Student Affairs Coordinator supports the day‑to‑day administration of graduate student affairs in the department of Physics. The role assists students through admissions, registration, academic milestones, and graduation while ensuring compliance with university policies and deadlines. The incumbent processes academic records, awards, TA and research appointments, and documentation related to exams and degree requirements. They help coordinate activities such as course enrolment, qualifying exams, and PhD defenses, maintain accurate databases and program records, and serve as a key point of contact for students, faculty, and internal partners to facilitate academic processes and resolve issues.

Learn more about the Department of Physics.

Major Duties and Responsibilities:

• Act as resource person regarding graduate student affairs and administrative policies and procedures. Resolve problems. Consult with appropriate internal and external resource people to obtain information on complex issues. Coordinate and process activities in relation to admissions, registration and graduation. 

• Receive and provide detailed information and explanations to students. Solve and advise students on problems in relation to their files.

• Verify and compile grades and coordinate submission of grades and requests for grade revisions. Verify and correct transcripts. Calculate CGPA of all applicants and verify the grading systems from their institution, accreditation of degrees. Review files for graduation and make recommendations.        

• Monitor enrolment in graduate courses: issue permits and override course restrictions as directed. Approve inter-university registration via the Inter-University Transfer system. Coordinate requests for study away, Cotutelle, exchanges, and leaves.

• Verify and aid with the process of registration, admission and graduation via Minerva and Slate. Coordinate and process scholarships with strict deadlines (graduate, postdocs), NSERC, FQRNT, McGill Major, Tomlinson, SSHR, etc.                

• Assist academic advisors and Graduate Studies Office in relation to matters such as equivalencies and recognition of courses from other institutions.             

• Instruct academic and support staff on student payments and policies. Instruct new committee chairs on scholarships, graduate studies etc.                 

• Resource person for policies, regulations, procedures, immigration, etc.          

• Coordinate and process all TA appointment forms for students, TA postings, and ensure compliance with TA union regulations.               

• Coordinate and process all student research appointment forms, scholarships, fellowships awards, RAs payments for students. Gather applications and transcripts for student scholarships and submit documents to fellowship office.

• Organize Qualifying Examination for PhD defenses. Complete degree audits for graduating students. Keep up to date list of students who graduate and an online list of departmental alumni.

• Submit grades for thesis courses and PhD qualifying. Prepare statistics for the Annual Report. Schedule meetings of the Committee of Graduate Affairs and prepares meeting notes.

• Update student databases. Update records, internal funding forms, web applications, transcripts, etc. Arrange doctoral examinations, compiles statistical information.           

• Process McGill differential fee waivers and fee subsidies. Update graduate brochure, calendar.                

• Use of computer programs such as MS Office Suite (i.e.; Word, Excel, Outlook) as well as McGill applications such as Minerva, Slate, uapply, BANNER, etc.  

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:

• Bilingual; excellent verbal and written communication skills, in both English and French.

• Demonstrated experience in student affairs is preferred; with experience in graduate student affairs considered an asset.

• Strong organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines.

• Attention to detail and accuracy in processing academic records, forms, and schedules.

• Ability to interpret and apply academic regulations, policies, and procedures.

• Proven experience working with students to resolve a variety of problems. Strong problem-solving skills and ability to resolve issues independently and collaboratively.

• Client-focused with excellent interpersonal skills to liaise effectively with students, faculty, and external partners.

• Ability to handle confidential information with discretion and maintain professionalism in a high-volume, fast-paced environment.

• Demonstrated ability to work under pressure while maintaining accuracy and meeting strict deadlines.

• Initiative and adaptability to manage changing priorities simultaneously.

• Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally, and an aptitude for presentation and public speaking.

• Excellent command of Word, Excel, Power Point and Outlook. Experience with McGill systems (Banner SIS, Minerva, Slate).

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 (qualifier) 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:

Administrative Officer

Position End Date (If applicable):

2027-01-25

Deadline to Apply:

2026-03-19

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].