Administrative Student Affairs Coordinator

☞ McGill University

View: 132

Update day: 28-05-2024

Location: Montreal Québec

Category: Administrative / Clerical / Assistant

Industry:

Salary: $31.19–$38.65 an hour

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Job content

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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:
  • Acts as a resource and contact person for the Graduate Rehabilitation Program.
  • Prepares and distributes the admission’s and/or scholarship’s applications and provides information on procedures and deadlines.
  • Liaises with the students, the Graduate Program Director (GPD) and the Admission Committee regarding the smooth functioning of the Program and to obtain and provide information on diverse and complex issues. Ensures proper enrolment in courses.
  • Prepares, examines and verifies admissions and registration files related to courses. Completes and approves forms concerning course or program changes, interdepartmental and interuniversity registration. Prepares schedules and books exams for unit.
  • Follows up on problems in relation with the student’s files.
  • Collects official copies of transcripts and recommendation letters.
  • Ensures that the main Graduate Research Trainee applications forms are properly filled out and match the study permit. Administers accounts for the Program.
  • Ensures that tuition fees and other student fees are properly assessed.
  • Records expenses and provides account statements on request, i.e. for special events like the MMI and the Protocol Presentations.
  • Collects course evaluations and sends them to the Program Directors.
  • Submits curriculum changes. Participates with the organization of the Multiple Mini Interviews (MMI).
  • Coordinates application processes for the Strauss Awards, the Travel Awards and the Graduate Excellence Fellowships via the Banner Student Aid (BSA).
  • Oversees that external scholarships are applied to the student account by the Faculty of Medicine or the GPS on time and that scholarship quotas are filled.
  • Administers and processes internal graduate funding. Starts up funds, creates award certificates, stipend authorization forms and funding letters for the students.
  • Compile data on award type and amount via the Graduate Tracking system (GTS).
  • Validates student’s degree completion and ensures all degree requirements are met. Follows up on the E-Thesis submission’s approval from the Graduate and Postdoctoral Studies (GPS).
  • Coordinates and organizes the Program Orientation Event and the students¿ Ph.D. oral defenses.
  • Composes first draft and prints out an Oral Defense brochure.
  • Organizes the four to six month administrative process relating to the Ph.D. Comprehensive Exams and acts as a resource person for the parties involved.
  • Sends formal invitations to six selected Examiners that will evaluate the student’s essays.
  • Provides each, specific essay along with the subject specific review grid.
  • Ensures regulations and deadlines are respected.
  • Verifies and compiles the student’s grades received by the Examiners.
  • Coordinates submission of grades, requests for grade revisions and the process in the case of a failure.
  • Prepares forms requesting diplomas and lists of graduating students.
  • Prepares documents for convocation, attends and assists with this event.
  • Responsible for the graduation and rehabilitation section of the SPOT Website and the graduate email list serves.
  • Submits changes to E-calendar using Web top. Creates Timetables.
  • Collects and presents statistics for the annual report. Schedules meetings and contacts participants. Assists with preparation of agenda.
  • Attends meetings, takes minutes, and follows up on decisions with Program Directors. Participate in the Student Affairs and Graduate Rehabilitation Committee.
  • Coordinates arrangements for events such as the Rehabilitation Research Colloquium. Checks supplies and participates with the setup.
Other Qualifying Skills and/or Abilities:
The ideal candidate must be able to work under pressure and meet hard deadlines. Strong teamwork, communication and cooperation skills to maintain positive working relations with other offices in the Unit. Ability to speak and write in English. Ability to comprehend French. Proficiency with Microsoft programs. Knowledge of University Admission & registration software. Knowledge of French and English. McGill University is an English-language university where day to day duties may require English communication both verbally and in writing.

Formation et expérience minimales requises :
DEP - Systèmes de bureautique 4 ans Expérience connexe / DEP - Études de secrétariat
Salaire horaire :
(AAPNEUM Niveau G) $31.19 - $38.65
Heures par semaine :
33.75 (Temps plein)
Superviseur :
Conseiller pédagogique aux affaires étudiantes
Date de fin de l’emploi (le cas échéant) :
Date limite pour postuler :
2023-09-04
L’Université McGill recrute sur la base du mérite et s’est fermement engagée à promouvoir et instaurer l’équité et la diversité au sein de sa communauté. Nous accueillons favorablement les demandes d’emploi des personnes racisées et de minorités visibles, des femmes, des personnes autochtones, des personnes handicapées, des minorités ethniques, des personnes de toute orientation et identité sexuelles, ainsi que toute personne possédant les aptitudes et les connaissances lui permettant de travailler en collaboration avec diverses communautés. L’Université McGill met en œuvre un programme d’équité en matière d’emploi et invite les membres des groupes visés à indiquer leur appartenance à ces derniers dans leur dossier de candidature. Les personnes handicapées qui pourraient avoir besoin d’accommodements à n’importe quelle étape du processus de candidature sont invitées à communiquer en toute confidentialité,
accessibilityrequest.hr@mcgill.ca
.
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Deadline: 12-07-2024

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