Coordonnateur(-trice) administratif(-ive), Affaires étudiantes
Top Benefits
About the role
Veuillez référer au guide
Comment postuler à un emploi (pour les candidats externes)
pour obtenir des instructions sur la façon de postuler.
Si vous êtes un employé actif de McGill (c.-à-d. actuellement dans un contrat ou un poste actif à l'Université McGill), ne postulez pas via ce site de carrière. Connectez-vous à votre compte McGill Workday et postulez à cette affichage en utilisant le rapport Find Jobs (tapez Find Jobs dans la barre de recherche).
Position Summary:
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:
- Provides administrative and secretarial support for the Quantitative Life Sciences (QLS) and Biophysics Programs. Organizes the Director’s agenda according to priorities and commitments. Screens and sorts mail. Schedules meetings and assists with preparation of agenda. Attends meetings, takes minutes and follows up on action required. Books rooms as needed. Prepares and processes expense reports.
- Receives and provides detailed information and explanations to prospective and current students. Participates in the organization of recruitment and admissions for the graduate program. Prepares, examines and verifies admissions and registration files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
- Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits and probationary status. Prepares and verifies files. Coordinates and schedules student interviews.
- Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Ensures that students are informed of procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. Once decisions reached, prepares all necessary paperwork for submission to Graduate Studies Office.
- Ensures that graduate student tuition fees and other student fees are properly assessed. Verifies results of language tests and informs students of course of action in case of failure; follows up on these cases.
- Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
- Maintains up-to-date knowledge of current policies, procedures and regulations related to graduate student affairs. Performs data entry and updating of student files. Resolves related problems.
- Maintains the QLS and Biophysics program websites and the MiCM (McGill initiative in Computational Medicine) training website up to date. Updates and posts information and documents online, including information on upcoming workshops and registration instructions. Verifies hyperlinks regularly. Converts documents from native format to appropriate format for posting on web. Posts to social media channels.
- Organizes the logistics for core courses, seminars, annual research days and workshops: scheduling, registrations, setting up Zoom meetings, room bookings (when needed), waitlists, IT and A/V needs, etc.
- Maintains an administrative system to ensure backup and archiving of MiCM workshop materials. Uploads past workshop materials to the website and GitHub. Prepares certificates of attendance for workshop participants.
Other Qualifying Skills and/or Abilities:
Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Demonstrated experience working with students and knowledge of student policies and procedures. Demonstrated initiative, organizational skills and excellent attention to detail. Proven ability to prioritize and multi-task to meet deadlines, attention to detail and strong organizational skills. Demonstrated ability to work independently and as part of a team. Ability to perform under pressure. Effective communication skills (ability to clearly transmit and receive information both in writing and verbally). At ease in a computerized environment with ability to use advanced software – Word and Excel. Knowledge of Web Management Systems platform. Experience with McGill applications (Slate, Minerva, GPS-FAD, BSA, Banner SIS and FIS). English and French, spoken and written.
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
.
Formation et expérience minimales requises :
DEP - Systèmes de bureautique 4 ans Expérience pertinente / DEP - Études de secrétariat
Salaire horaire :
(AAPNEUM Niveau G) $31.19 - $38.65
Heures par semaine :
33.75 (Temps plein)
Superviseur :
Superviseur(e) de prgramme
Date de fin de l’emploi (le cas échéant) :
Date limite pour postuler :
2025-07-29
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
.
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.
Coordonnateur(-trice) administratif(-ive), Affaires étudiantes
Top Benefits
About the role
Veuillez référer au guide
Comment postuler à un emploi (pour les candidats externes)
pour obtenir des instructions sur la façon de postuler.
Si vous êtes un employé actif de McGill (c.-à-d. actuellement dans un contrat ou un poste actif à l'Université McGill), ne postulez pas via ce site de carrière. Connectez-vous à votre compte McGill Workday et postulez à cette affichage en utilisant le rapport Find Jobs (tapez Find Jobs dans la barre de recherche).
Position Summary:
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:
- Provides administrative and secretarial support for the Quantitative Life Sciences (QLS) and Biophysics Programs. Organizes the Director’s agenda according to priorities and commitments. Screens and sorts mail. Schedules meetings and assists with preparation of agenda. Attends meetings, takes minutes and follows up on action required. Books rooms as needed. Prepares and processes expense reports.
- Receives and provides detailed information and explanations to prospective and current students. Participates in the organization of recruitment and admissions for the graduate program. Prepares, examines and verifies admissions and registration files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
- Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits and probationary status. Prepares and verifies files. Coordinates and schedules student interviews.
- Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Ensures that students are informed of procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. Once decisions reached, prepares all necessary paperwork for submission to Graduate Studies Office.
- Ensures that graduate student tuition fees and other student fees are properly assessed. Verifies results of language tests and informs students of course of action in case of failure; follows up on these cases.
- Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
- Maintains up-to-date knowledge of current policies, procedures and regulations related to graduate student affairs. Performs data entry and updating of student files. Resolves related problems.
- Maintains the QLS and Biophysics program websites and the MiCM (McGill initiative in Computational Medicine) training website up to date. Updates and posts information and documents online, including information on upcoming workshops and registration instructions. Verifies hyperlinks regularly. Converts documents from native format to appropriate format for posting on web. Posts to social media channels.
- Organizes the logistics for core courses, seminars, annual research days and workshops: scheduling, registrations, setting up Zoom meetings, room bookings (when needed), waitlists, IT and A/V needs, etc.
- Maintains an administrative system to ensure backup and archiving of MiCM workshop materials. Uploads past workshop materials to the website and GitHub. Prepares certificates of attendance for workshop participants.
Other Qualifying Skills and/or Abilities:
Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Demonstrated experience working with students and knowledge of student policies and procedures. Demonstrated initiative, organizational skills and excellent attention to detail. Proven ability to prioritize and multi-task to meet deadlines, attention to detail and strong organizational skills. Demonstrated ability to work independently and as part of a team. Ability to perform under pressure. Effective communication skills (ability to clearly transmit and receive information both in writing and verbally). At ease in a computerized environment with ability to use advanced software – Word and Excel. Knowledge of Web Management Systems platform. Experience with McGill applications (Slate, Minerva, GPS-FAD, BSA, Banner SIS and FIS). English and French, spoken and written.
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
.
Formation et expérience minimales requises :
DEP - Systèmes de bureautique 4 ans Expérience pertinente / DEP - Études de secrétariat
Salaire horaire :
(AAPNEUM Niveau G) $31.19 - $38.65
Heures par semaine :
33.75 (Temps plein)
Superviseur :
Superviseur(e) de prgramme
Date de fin de l’emploi (le cas échéant) :
Date limite pour postuler :
2025-07-29
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
.
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.