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Department of Physics, Faculty of Science
Position Summary:
Under the direction of the Student Advising Supervisor, the Administrative Student Affairs Coordinator supports the day-to-day administration of undergraduate student affairs within the Department of Physics. The incumbent coordinates activities related to registration, examinations, awards, scheduling, curriculum administration, and graduation processes, while maintaining accurate records and ensuring compliance with university policies and procedures. Acting as a key point of contact for students, faculty, and staff, the role contributes to the efficient delivery of administrative services and academic processes within the unit.
Learn more about the Department of Physics.
Major Responsibilities:
Acts as a key resource for inquiries from students and instructors regarding established undergraduate administrative processes. Provides clear procedural information concerning applicable regulations, policies, procedures, deadlines, forms, and departmental practices.
Refers matters requiring academic advising, policy interpretation, discretionary decisions, or assessment of individual academic circumstances to the Student Advising Supervisor or appropriate academic authority.
Provides administrative and logistical support for the administrative team, department events, information sessions, and other activities. Responds to procedural questions and directs academic advising or program-content questions to the appropriate advisor or academic representative.
Collects and maintains accurate student-affairs and academic administrative records, databases, reports, archives, examination files, scheduling documentation, teaching-assignment records, and student-related files in accordance with University policies and retention requirements.
Monitors course enrolment, registration activity, restrictions, waitlists, and capacity. Processes authorized course-registration permits and overrides, communicates administrative outcomes, and supports operational activities associated with registration periods, the start of term, and the academic year.
Supports the Student Advising Supervisor in reviewing, identifying, and verifying undergraduate and graduate student records for graduation recommendation and related academic processes. Prepares records, identifies missing or inconsistent information, and contacts students regarding required documentation or procedural next steps.
In coordination with the Student Advising Supervisor, verifies that departmental course, program, calendar, and catalogue information is accurate, complete, and current. Corrects and updates entries as required.
Coordinates internal and external undergraduate award processes, including NSERC USRA and SURA programs, scholarships, fellowships, and other funding opportunities. Provides procedural information, collects and verifies applications and supporting documentation, coordinates approvals and submissions, communicates administrative updates, and facilitates payment and appointment processes.
Coordinates undergraduate research trainee appointments and related administrative processes. Provides students and supervisors with information regarding established application and appointment procedures. Collects and verifies application materials, prepares appointment documentation and contracts, obtains required approvals and signatures, communicates administrative requirements and status updates, and maintains appropriate records.
Coordinates in-departmental examination administration, including midterms and other locally administered assessments. Arranges rooms, schedules, examination booklets, and related logistics in coordination with instructors and relevant University offices and follows up on administrative issues as required
Coordinates the administrative processing of grade submissions, grade revisions, deferred and supplemental examinations, and formal re-read requests in collaboration with the Science Office of Undergraduate Student Advising.
Coordinates the administration of course evaluations, including verification of course and instructor information, communication of timelines and procedures, resolution of administrative discrepancies, and maintenance of records.
Supports instructor teaching assignments and coordinates departmental course scheduling and timetabling. Collects teaching requirements, confirms assignments and availability, identifies scheduling and room constraints, monitors enrolment considerations and course conflicts, and coordinates revisions with the Department Chair, instructors, and central University offices.
Provides administrative support to designated academic, departmental or student-related committees. Coordinates meetings, communicates with participants, books rooms, assists with agenda preparation, records minutes, maintains documentation, and follows up on decisions and action items.
Assist with general administrative tasks during peak periods or as needed to support department operational needs and academic administrative services.
Perform other job-related duties within the scope and level of responsibility of the position as assigned.
Qualifying Skills & Abilities
Bilingual; excellent verbal and written communication skills, in both English and French.
Demonstrated experience in student affairs is preferred; experience in undergraduate student affairs is considered an asset.
Strong interpersonal, client-service, and relationship-building skills, with the ability to address student concerns, resolve problems independently and collaboratively, and interact with tact, patience, professionalism, discretion, and sound judgment.
Ability to interpret and apply academic regulations, policies, and procedures while handling confidential student, academic, and administrative information with a high degree of integrity and confidentiality.
Excellent organizational, administrative, and time-management skills, with the ability to manage multiple priorities, competing deadlines, meetings, records, and follow-up activities in a high-volume, fast-paced environment.
Demonstrated attention to detail and accuracy in maintaining academic records, processing forms and schedules, and managing databases, reports, statistics, archives, and other administrative documentation.
Strong analytical, problem-solving, and decision-making skills, with the initiative and adaptability to manage changing priorities and maintain accuracy under pressure.
Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and other communication and collaboration tools. Experience with McGill systems (Banner SIS, Minerva).
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 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
(MUNACA Level G) $31.19 - $38.65
33.75 (Full time)
Student Advising Supervisor
Position End Date (If applicable):
2026-08-12
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].
