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Position Summary:
Reporting to the Fellowships Supervisor, performs activities related to graduate student funding programs, including awards, scholarships, fellowships, and research funding competitions. Coordinates funding application, adjudication, award administration, and ongoing eligibility review processes. Provides information, guidance, and support to students, academic units, and selection committee members. Liaises with internal and external stakeholders to support funding operations and award payments. Compiles data, prepares reports and documentation, maintains records, and contributes to the continuous improvement of administrative processes, systems, and communications.
Major Duties and Responsibilities:
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Coordinates the application process for awards, scholarships, and fellowships. Receives and provides detailed information and explanations to students on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with funding agencies. Verifies, completes and approves forms concerning internship programs.
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Coordinates the selection and appointment of staff members and Postdoctoral Fellows for review committees.
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Advises students in relation to their fellowship files. Resolves problems. Ensures the application of University and funding agency regulations and deadlines. Participates in file review through ongoing eligibility verification. Maintains a current file of students and graduates for designated award programs.
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Processes awards in the BSA system. Sets disbursing methods and schedules. Liaises with Student Funding and other units as it relates to award processing. Keeps track of ongoing eligibility and submits changes to awards in BSA as appropriate.
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Identifies and verifies files of graduating students. Prepares documents for convocation and dissertation award nominations. Runs convocation and dissertation prizes/awards competitions. Reports graduation to funding agencies when appropriate.
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Produces reports and statistics. Creates charts for reporting purposes. This includes data extraction, verification, sorting, creating statistics and charts, analyzing data and identifying discrepancies and errors to escalate to supervisor.
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Participate in community outreach and training activities. Contribute to developing content for information session presentations. Participate in delivering session content and answer questions from participants. Provide one-on-one training when required.
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Prepares requests for fund openings to Financial Services. Prepares requests for invoices. Liaises with Financial Services to ensure proper financial reporting by set deadlines. Reconciles funds on a monthly basis. Provides information for overall reconciling and reporting done by the manager.
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Participate in streamlining of administrative process in the Funding Unit. Identify issues and propose solutions. Create templates for standard correspondence and documentation. Ensure such templates are up to date. Use a variety of software in support of funding operations.
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Act as a resource person. Provide information and answer inquiries of moderate complexity from a diverse audience internal and external to McGill. Explain funding guidelines and administrative processes. Escalate cases to supervisor / and/or Manager when required. Monitor multiple inboxes and ensure timeliness of responses.
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Updates, prepares and coordinates publication of documents including maintaining and updating web pages. Compiles information, verifies and updates the unit’s working calendar.
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When appropriate, in the absence of the supervisor, attends meetings, takes notes and ensures follow-ups on decisions within area of responsibility.
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Maintains filing systems to arrange for archiving.
Other Qualifying Skills and/or Abilities:
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Familiarity with graduate student funding, including scholarships, fellowships, awards, bursaries, research funding competitions, and related administrative processes.
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Experience coordinating competitive funding programs, including application intake, eligibility verification, adjudication support, award administration, and reporting.
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Experience interpreting and applying policies, procedures, and funding agency guidelines while providing advice to diverse stakeholders.
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Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (staff, faculty, students, etc).
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Demonstrated experience with administrative duties including room bookings.
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Excellent organizational skills and attention to detail.
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Demonstrated experience working with students to resolve a variety of problems.
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Demonstrated knowledge of academic and student related policies and procedures.
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Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally.
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Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting.
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Demonstrated initiative with the ability to work independently and as part of a team.
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Proven ability to prioritize and multi-task to meet strict deadlines.
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Demonstrated skill to work in a PC environment with an excellent command of Word, Excel, Power Point and Outlook.
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Experience with website and social media updates.
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Experience with Student Admission System, BANNER (SIS and BSA Award processing) and MINERVA.
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English and French, spoken and written.
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)
Fellowships Supervisor
Position End Date (If applicable):
2026-09-03
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].
