Administrator Student Accounts

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary:

Under the direction of the immediate supervisor, the Administrator Student Accounts shall provide financial and accounting services centrally to support the recording and reporting of the University’s financial position. The incumbent will be responsible for various duties related to Student Accounts functions, including fee requests, fee assessments, collections and reporting.  The incumbent will be responsible for ongoing communication with internal McGill departments, students and other parties.  The incumbent will be responsible for various reconciliations, analysis and follow up.  Provides information and explanations concerning policies and procedures to students and staff. Processes payments and other transactions related to student fees. Maintains files and records and resolves related problems.

Develop and/or implement procedures and systems that are moderately complex in support of the unit's operations, and in accordance with university policies and procedures. Act as advisor to unit members/clients regarding university collection policies and procedures.

Primary Responsibilities:

• Administers certain aspects of fee assessment related to double programs, deregulated tuition, and various exemptions.
• Oversees self-funded, non-traditional, and online programs with regards to fee assessment testing, deposits, and discretionary deferrals.
• Performs US Direct Loans business offices tasks including monthly reconciliations, and analysis of credits on accounts for refund.
• Resolves issues surrounding international payments and supports clerical staff during peak periods with regards to payments.
• Coordinates with parties to locate missing information and resolve duplicate payment issues.
• Regularly reviews various error reports related to fee assessment to analyze and identify potential errors; suggest and implement required changes to correct fee assessment.
• Assists with website updates of the fee tables and text content, suggest and implement changes to website design and information when required. 
• Prepares statistical reports to explain variances in budget and financial reporting exercises.  Assist with the preparation of standard reports for simple ad-hoc reporting request from the Accounts Receivable user community.
• Analyzes accounts and assessment of individual sponsor situations; resolves delinquent account situations by working with students and their sponsors.
• Implements collection processes and schedules for sponsors.
• Communicates with and provides information to staff, students, individuals and external organizations using judgment and discretion, with regards to fee requests, payments, and refunds.
• Maintains master file of fees on courses.  Reviews and triages incoming fee requests. Reviews fee budgets, highlights known issues, and acquires additional information to be brought to the Fee Advisory Committee for budget and financial approvals.
• Creates agenda and notes for Fee Advisory Committee meetings. Implements necessary changes to fees after Committee meetings.
• Processes documents related to payments, exemptions, feeds, and external scholarships. Assesses eligibility according to established guidelines and follows up with partner units where necessary. Prepares acknowledgement letters. 
• Processes payments directly to fee accounts, including general payments, international payments, and external scholarship payments.  
• Receives and follows up on matters related to the student fee account. Answers inquiries related to specific tasks and general information about all Student Accounts office activities.  
• Reconciles various accounts monthly.  Investigates and correct discrepancies, while ensuring impacted areas under the errors, and how to prevent them in the future.
• Participates in special projects and assists with testing for Banner module upgrades for all areas involving Student Accounts Receivable. 
• Uses a variety of the University’s relational databases by using software applications such as Banner FIS, SIS & AR, spreadsheets, financial reporting and/or statistical software or other applications to compile, manipulate, process and/or format data and reports
• Reports recurring errors/issues to Associate Director to highlight areas for training.

Other Qualifying Skills and/or Abilities

• Understanding and experience of accounting systems and connections between sub-ledgers and finance ledgers.  Able to create moderately complex reports that connect databases as a troubleshooting tool and to analyze data to inform decision-making. 
• Demonstrated ability to show new insights into situations, questioning conventional approaches, and encouraging, designing and implementing new or cutting edge ways of working or programs/processes. 
• Demonstrated ability to clearly and timely communicate, verbally and in writing, in English and French
• Ability to adapt rapidly to new information, changing conditions or unexpected obstacles
• Demonstrated organizational skills, balancing workload in multi-task and multi-deadline environment. Demonstrated problem solving, including identifying and analyzing problems
• Microsoft Excel skills - intermediate to advanced

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 on a scale of 0-4.

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

Minimum Education and Experience:

DEC III Related Experience /

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Assoc Dir Student Accounts

Position End Date (If applicable):

2027-04-30

Deadline to Apply:

2026-03-02

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].