Student Affairs Coordinator

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EMPLOYMENT OPPORTUNITY (full-time, regular position) AVAILABLE AT FACULTY OF AGRICULTURAL AND ENVIRONMENTAL SCIENCES, located at Macdonald Campus, in Ste-Anne-de-Bellevue.

Position Summary:

Reporting to the Associate Dean, Graduate and Postdoctoral Studies, this role provides service and support for the overall activities of a Faculty graduate and postdoctoral studies office. Communicate with applicants, graduate students, unit Graduate Program Directors, departmental academic advisers, and administrators through various means such as in-person interactions, e-mail, phone, and virtual communication. Maintain a connection with the central Graduate & Postdoctoral Studies Office and Enrolment Services when necessary. Providing detailed information and explanations, as well as ensuring compliance with policies and academic regulations, are a key aspect of the role. Resolve issues related to admissions applications and coordinate the production and distribution of documents.

Major Duties and Responsibilities:

• Process graduate admissions applications, including monitoring applicant information in the online application system, calculating CGPA, identifying applications eligible for advance credits or exemptions, and verifying the completeness of applications and forwarding eligible files to Graduate Program Directors for review and admissions decisions.
• Assist in verifying and updating relevant sections in the e-Calendar.
• Provide administrative support for Ph.D. oral comprehensive exams, such as scheduling and room bookings.
• Coordinate the submission of grades, follow up on course failures by identifying contributing factors, supports available, and ongoing monitoring as required.
• Verify graduating students’ records and ensure the accuracy of lists of graduating students. Participate in Convocation activities.
• Serve as a resource person for graduate students, addressing their concerns and issues from registration to graduation. Assist with the orientation and welcoming of new students. Send reminders to supervisors and graduate students to complete the Annual Progress Reports, monitor submission rate, and report discrepancies to supervisors.
• Assist students, graduate research trainees, and postdoctoral fellows with university and government forms and administrative procedures, such as obtaining temporary work permits and navigating relevant websites.
• Provide front-line service at the unit’s service counter on a rotating basis, serving as the first point of contact for inquiries directed to the Faculty. Receive and respond to inquiries in person, via e-mail, phone, or virtual channels, offering detailed information on admission requirements (including information for prospective international students regarding study permit requirements), registration, specific academic programs, and the Faculty and University as a whole.
• Attend information sessions and workshops designed for graduate program coordinators and students, such as GPC drop-in sessions and ethics and research work symposia.
• Provide administrative support to the Associate Dean Graduate Education on various projects, including data compilation, statistics, and report preparation.
• Participate in regular unit meetings to share information on graduate programs, discuss non-routine cases, and collaborate across areas of responsibility. Recommend improvements to service delivery, response times, and process efficiency.
• May be responsible for scheduling meetings or appointments.
• Maintain and update administrative files, arrange for file archiving, screen incoming mail, and respond to requests within the scope of responsibilities
• Review and submit award and stipend payments.
• Participate in orientation activities.

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:

Prior experience in student affairs at university-level, preferred.

• Strong client-focused and service-oriented approach, with a demonstrated ability to interact effectively with individuals at all organizational levels. Excellent written communication and interpersonal skills. Demonstrated ability to actively listen to and assist students. Proficiency in clearly conveying and receiving information.
• Exhibit professionalism, discretion and possess experience handling confidential data.
• High-level organizational skills and adeptness at multitasking.
• Proven ability to work effectively under tight deadlines and to manage multiple priorities.
• Demonstrated attention to detail, accuracy, and resourcefulness.
• Proven capacity to work independently and take initiative in problem-solving within the scope of assigned responsibilities, while also being a team player.
• Knowledge of graduate admission and transcript processes considered an asset.

• Demonstrated proficiency in an MS office environment, including word processing, spreadsheets, databases, presentation software, virtual meeting platforms (Teams, Zoom), e-mail, Internet applications, and familiarity with Minerva/Banner Student Information System (SIS). Familiarity with Slate, an asset.

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
• Proficiency in French - Spoken, fluent. Written, an asset.

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 (advanced) on a scale of 0-4.

For a definition of our language proficiency levels, please clickhere.

Minimum Education and Experience:

Hourly Salary:

Hours per Week:

Supervisor:

Position End Date (If applicable):

Deadline to Apply:

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].