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:

• Maintains agenda for the Associate Dean UGME, Assistant Dean UGME, and UGME Professionalism Advisor, which includes coordinating availabilities for many committee commitments and confidential meetings with a variety of stakeholders including students.
• Processes payments, expenses and travel advance requests for ADUGME and other academic leads.

• Ensures that the Associate Dean, Assistant Dean, or Professionalism Advisor has all relevant documentation in advance of meetings and events. Prior to meetings with students, prepares student files, which usually contain sensitive and confidential information, for review by the academic lead. Is responsible to gather student's academic data for review by the Associate Dean. Liaises with curriculum administrators for any outstanding information.
• Assists the FMHS nurse in following up with incoming students whose immunization status does not meet the immunization requirements prior to Orientation. Reports non-compliant students to the ADUGME. Also assists in following up with students if other vaccinations are required during the course of their studies. Tracks student progress throughout the years and liaises with the FMHS Nurse re. outstanding cases.
• Assists the secretary of the UGME Student Promotions Committee in booking meetings and ensuring quorum.
• Prepares student files for presentation to Student Promotions Committee – including student academic record, professionalism records, and disciplinary information as necessary.
• Acts as Minute Taker at Undergraduate Operations Committee and the MDCM Program Committee
• Upon request, provides assistance for a variety of UGME events such as orientation, graduation, White Coat Ceremony, etc.
• Provides information on a specific program or guidelines to callers and visitors. Ensures that critical calls and meeting requests are handled with discretion, tact, and urgency.
• Ensures the timely assessment of students in accordance with UGME policies and procedures in collaboration with Academics to meet CaCMS accreditation requirements.
• Ensure data in relevant systems and databases is maintained and up to date. Input data into systems as required.
• Perform regular audits of system information to ensure accuracy of student records and relevant databases.
• Oversee assessment activities and ensure accurate recording of grades. Collaborate with assessment team, curriculum delivery team, student affairs team, and systems team to ensure assessments are uploaded to correct platform. Coordinate entry and release of grades, failure notifications, and follow up of remedial and supplemental activities. Tracking and follow up of late or incomplete narrative assessments.
• Contribute to processes related to preparation and submission of documentation for student’s residency applications, including the Medical Student Performance Record (MSPR). Collaborate with various internal stakeholders including the Associate Dean as well as external bodies including CaRMS. Ensure multiple critical deadlines are met throughout the year.
• Provide support to alumni of the UGME program including producing credentialing documents and MSPR copies as well as degree verification.
• Input student grades into Banner and ensure course completion for all UGME students.
• Process, communicate, and track all student accommodations, professionalism concerns, and medium- and long-term leaves of absence.
• Coordinate student transcripts including entry of grades and leaves of absence.
• Prepare student documentation based on student record data (eg Letters of Good Standing) as needed. Certify documents for students as needed.
• Monitors registration status of students.
• Collaborates on projects to improve services provided to stakeholders. Contributes to program CQI and process improvement as needed.
• Represent the Student Records team and activities at governance meetings as required.
•  Assist secretary of the Student Promotions Committee with preparing documents and logistics for meetings.
• Ensure all processes and procedures related to the role are documented and that SOPs are updated on a regular basis. 
• Provide back-up and support to teammates and colleagues as needed.  
• Additional administrative support for other UGME teams as required and assigned to ensure smooth delivery of student affairs activities.
• Additional related duties as assigned.  
  
  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:
  Proven ability to establish productive relationships with all levels of stakeholders. Proven ability to work autonomously and as member of a team. English and French, spoken and written. Demonstrated ability to provide support for various administrative activities, including those related to student, academic, and other activities. Demonstrated ability to take initiative, problem-solve and organize work. Strong ability to multi-task, prioritize and meet multiple deadlines in a dynamic environment. Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner at all times. Proven ability to draft correspondence, must be accurate and possess superior attention to detail. Proven discretion in dealing with confidential information.
  
  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:

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 Records Officer

Position End Date (If applicable):

2027-10-31

Deadline to Apply:

2026-10-08

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, accessibilityrequest.hr@mcgill.ca.