Student Affairs Administrator
Top Benefits
About the role
Please refer to the
How to Apply for a Job (for External Candidates)
job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).
Position Summary:
Under the direction of the Program Officer, and in close collaboration with the Graduate Program Director, the incumbent has responsibility to provide administrative support for t the administration and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operation. The Student Affairs Administrator will be the primary contact person for faculty, instructors and graduate students and provide administrative support in several key areas as outlined below:
Primary Responsibilities:
-
Perform and organize activities to support the daily operations of the Student Affairs for the graduate program
-
Provide administrative support to establish operations and academic committees within the graduate program. Coordinate their day-to-day activities.
-
Participate in development of promotional materials and outreach to support graduate student recruitment and admission.
-
Plan and actively participate in meetings and initiatives of the academic committees e.g. Admissions committee. Responsible for scheduling, preparing agendas, minutes, providing substantive updates,
-
Provide administrative support for all activities related to admission, including review of applications, supporting documents, and interpret CGPA on national and international transcripts. Monitoring and following up on email correspondence from prospective applicants.
-
Support the curriculum activities within the program including administrative support for courses, and their subsequent delivery as well as continuous management and managing their integration on platforms like SIS and MyCourses.
-
Provide all aspects of administrative support for graduate program activities/events including orientation, research days, and student society social activities.
-
Support the Practicum Administrator coordinate special projects related to graduate program: such as Public Health Day, Orientation, information session for first- and second-year students.
-
Provide administrative support and tracking of graduate student progress, including committee meetings, and degree audits.
-
Maintain accurate databases of current and past members of the program, e.g. students, faculty.
-
Administer all external and internal student awards competitions. Liaise with faculty, students, and GPS to ensure competition deadlines are met.
-
Work with Student Information Systems (SIS) and Financial Information Systems (FIS) needed for support of the graduate program.
-
Updates the graduate program website content, drafting and sending communications, posting content to MyCourses, manage email listserv lists and social media accounts.
-
Maintain a filing system that is functional and readily accessible for all appropriate team members, establish access and security of the archived documentation, keep files up to date.
-
Communicate with graduate students and instructors to ensure that they are aware of current rules and regulations associated with graduate studies at McGill.
-
Support student affairs activities such as program and course registration, entering and changing grades, processing grades, degree milestones, graduation approvals.
-
Guide and advise students regarding graduate program requirements, procedures, identifying appropriate resources, or referring them to the Program Officer if problems arise. Keep students informed of deadlines, changes in regulations, etc.
-
Implement and serve as the point person and information source for all University and departmental policies and procedures relevant to graduate education.
-
Support faculty regarding graduate activities (admissions, coordinating student awards, class scheduling and room bookings, assigning teaching assistants etc.).
-
Act as a liaison with GPS, ES, and Student Accounts regarding specific graduate studies issues.
-
Flexibility to administer any other activities related to the program as required.
Other Qualifying Skills and/or Abilities
Must be client-focused and service-oriented, with a proven ability to build constructive work relationships with all stakeholders. Demonstrated ability to listen and assist students with problems. Previous experience providing individual and group advising to students on academic issues. Demonstrated ability to clearly transmit and receive information in person and by telephone. Must be self-motivated and results oriented. Demonstrated ability to work independently and as part of a team. Proven ability to administer multiple projects. Excellent problem-solving skills, including the ability to be resourceful using social media platforms and ways to connect with students. Strong attention to detail. Discretion in dealing with confidential information. Ability to perform well under pressure. Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets (PowerPoint, Excel), MINERVA, BANNER. and basic website management an asset. English and French spoken and written. Testing will be administered
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
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 (qualifier) on a scale of 0-4*.*
For a definition of our language proficiency levels, please click
here
.
Minimum Education and Experience:
DEC III 3 Years Related Experience with DEC III /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
Hours per Week:
33.75 (Full time)
Supervisor:
Program Officer
Position End Date (If applicable):
Deadline to Apply:
2025-09-11
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,
accessibilityrequest.hr@mcgill.ca
.
About McGill University
McGill University is one of Canada's best-known institutions of higher learning and one of the leading universities in the world. With students coming to McGill from some 150 countries, our student body is the most internationally diverse of any research-intensive university in the country. McGill was founded in 1821 thanks to a generous bequest by James McGill, and since then, we've grown from a small college to a bustling university with three campuses, 11 faculties, some 300 programs of study, and more than 37,500 students. The University also partners with four affiliated teaching hospitals to graduate over 1,000 health care professionals each year.
The goal of McGill University's social media platforms is to strengthen our community, which includes students, faculty, and alumni. The aim is to provide information on events, campus news and promote networking.
McGill University fosters freedom of expression, while valuing respect and collegiality. We encourage respectful dialogue and reserve the right to remove the following: Comments deemed offensive, vulgar or profane; comments off-topic and/or unrelated to posted content; content that infringes on an individual's privacy or copyright.
Student Affairs Administrator
Top Benefits
About the role
Please refer to the
How to Apply for a Job (for External Candidates)
job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).
Position Summary:
Under the direction of the Program Officer, and in close collaboration with the Graduate Program Director, the incumbent has responsibility to provide administrative support for t the administration and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operation. The Student Affairs Administrator will be the primary contact person for faculty, instructors and graduate students and provide administrative support in several key areas as outlined below:
Primary Responsibilities:
-
Perform and organize activities to support the daily operations of the Student Affairs for the graduate program
-
Provide administrative support to establish operations and academic committees within the graduate program. Coordinate their day-to-day activities.
-
Participate in development of promotional materials and outreach to support graduate student recruitment and admission.
-
Plan and actively participate in meetings and initiatives of the academic committees e.g. Admissions committee. Responsible for scheduling, preparing agendas, minutes, providing substantive updates,
-
Provide administrative support for all activities related to admission, including review of applications, supporting documents, and interpret CGPA on national and international transcripts. Monitoring and following up on email correspondence from prospective applicants.
-
Support the curriculum activities within the program including administrative support for courses, and their subsequent delivery as well as continuous management and managing their integration on platforms like SIS and MyCourses.
-
Provide all aspects of administrative support for graduate program activities/events including orientation, research days, and student society social activities.
-
Support the Practicum Administrator coordinate special projects related to graduate program: such as Public Health Day, Orientation, information session for first- and second-year students.
-
Provide administrative support and tracking of graduate student progress, including committee meetings, and degree audits.
-
Maintain accurate databases of current and past members of the program, e.g. students, faculty.
-
Administer all external and internal student awards competitions. Liaise with faculty, students, and GPS to ensure competition deadlines are met.
-
Work with Student Information Systems (SIS) and Financial Information Systems (FIS) needed for support of the graduate program.
-
Updates the graduate program website content, drafting and sending communications, posting content to MyCourses, manage email listserv lists and social media accounts.
-
Maintain a filing system that is functional and readily accessible for all appropriate team members, establish access and security of the archived documentation, keep files up to date.
-
Communicate with graduate students and instructors to ensure that they are aware of current rules and regulations associated with graduate studies at McGill.
-
Support student affairs activities such as program and course registration, entering and changing grades, processing grades, degree milestones, graduation approvals.
-
Guide and advise students regarding graduate program requirements, procedures, identifying appropriate resources, or referring them to the Program Officer if problems arise. Keep students informed of deadlines, changes in regulations, etc.
-
Implement and serve as the point person and information source for all University and departmental policies and procedures relevant to graduate education.
-
Support faculty regarding graduate activities (admissions, coordinating student awards, class scheduling and room bookings, assigning teaching assistants etc.).
-
Act as a liaison with GPS, ES, and Student Accounts regarding specific graduate studies issues.
-
Flexibility to administer any other activities related to the program as required.
Other Qualifying Skills and/or Abilities
Must be client-focused and service-oriented, with a proven ability to build constructive work relationships with all stakeholders. Demonstrated ability to listen and assist students with problems. Previous experience providing individual and group advising to students on academic issues. Demonstrated ability to clearly transmit and receive information in person and by telephone. Must be self-motivated and results oriented. Demonstrated ability to work independently and as part of a team. Proven ability to administer multiple projects. Excellent problem-solving skills, including the ability to be resourceful using social media platforms and ways to connect with students. Strong attention to detail. Discretion in dealing with confidential information. Ability to perform well under pressure. Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets (PowerPoint, Excel), MINERVA, BANNER. and basic website management an asset. English and French spoken and written. Testing will be administered
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
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 (qualifier) on a scale of 0-4*.*
For a definition of our language proficiency levels, please click
here
.
Minimum Education and Experience:
DEC III 3 Years Related Experience with DEC III /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
Hours per Week:
33.75 (Full time)
Supervisor:
Program Officer
Position End Date (If applicable):
Deadline to Apply:
2025-09-11
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,
accessibilityrequest.hr@mcgill.ca
.
About McGill University
McGill University is one of Canada's best-known institutions of higher learning and one of the leading universities in the world. With students coming to McGill from some 150 countries, our student body is the most internationally diverse of any research-intensive university in the country. McGill was founded in 1821 thanks to a generous bequest by James McGill, and since then, we've grown from a small college to a bustling university with three campuses, 11 faculties, some 300 programs of study, and more than 37,500 students. The University also partners with four affiliated teaching hospitals to graduate over 1,000 health care professionals each year.
The goal of McGill University's social media platforms is to strengthen our community, which includes students, faculty, and alumni. The aim is to provide information on events, campus news and promote networking.
McGill University fosters freedom of expression, while valuing respect and collegiality. We encourage respectful dialogue and reserve the right to remove the following: Comments deemed offensive, vulgar or profane; comments off-topic and/or unrelated to posted content; content that infringes on an individual's privacy or copyright.