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Position Summary:
Under the supervision of the Administrative Manager, the Administrative and Student Affairs Coordinator provides administrative and secretarial support for administrative and student affairs activities for the units covered by ASC 680 (Linguistics; East Asian Studies; Languages, Literatures, Cultures; McGill Writing Center). Acts as main contact for student inquiries. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation.
Major Duties and Responsibilities:
Responsible for undergraduate student affairs coordination; verifies and monitors grade changes, works closely with the undergraduate student advisors for undergraduate programs (e.g. HISP, ITAL, etc.), responds to email inquiries from students registered in the units’ undergraduate programs.
Liaise with and coordinates between Enrolment Services, Exam Office, (for final examinations), Faculty of Arts OASIS Office, Course Scheduling Office, and other relevant offices.
Coordinates in-departmental final examinations; schedules final exams in banner, room bookings for in-department exams, prints the examinations and prepares the exam booklets, coordinates with professors as required.
Oversees course enrollment and course waiting lists. Updates as required. Act as contact person for professors, students, administrators for registration questions or issues. Issues permit overrides for students and professors when requested.
Coordinates and processes IUT requests, consults with course instructors as needed, determines outcomes, and updates the IUT system accordingly.
Responsible for class scheduling for multiple programs; completes and edits course scheduling in DCU system for upcoming academic year. Works on the schedule for next year – DCU for upcoming academic year. Downloads the tentative schedule each spring ahead of meetings with Chairs and Directors; submits changes to timetable team. Act as contact for timetable team (adds additional courses or sections, and room bookings); includes in extra lines for extra course activities (labs, seminars, etc.). Opens all summer courses for the departments supported by the ASC.
Responsible for graduation awards, for in-stream and graduating students, coordinates with undergraduate advisors; liaises with the Faculty’s Program Administrator for awards and scholarship distribution.
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:
Demonstrated experience working with students in a variety of problems and/or situations. Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally. Demonstrated organizational skills and ability to multitask. Attention to detail as it pertains to coding, reviewing, or summarizing student records. Demonstrated ability to meet deadlines. Customer-focused and service-oriented. Experience with McGill’s web management system as a site editor and/or manager. English and French, spoken and written. Proven problem solving and ability to take initiative within areas of responsibility. Demonstrated knowledge of academic and student related policies and procedures. Ability to perform under pressure and be resourceful.
As one of Montreal's Top Employers, here is what we offer:
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Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
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Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
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Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
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Competitive vacation policy
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Two (2) personal days
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Two (2) floating holidays
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Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
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Paid time off over the December holiday period
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Tuition waiver for regular employees and their dependents
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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 # 3 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
(MUNACA Level G) $31.19 - $38.65
33.75 (Full time)
Area Manager
Position End Date (If applicable):
2027-07-17
2026-07-26
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].
