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Summary:

Under the direction of the Program Administrator, provides integrated administrative, academic, and operational support to the Quantitative Life Sciences (QLS) and Biophysics graduate programs, as well as the McGill Initiative in Computational Medicine (MiCM). Serves as a key resource for students and faculty, coordinating graduate admissions, registration, awards processes, academic milestones, and program compliance in accordance with University and Graduate Studies policies. Ensures the effective delivery of program activities through proactive calendar and meeting coordination, accurate record-keeping, and maintenance of student files. Supports the communication and visibility of program initiatives by maintaining web and social media content, and coordinates the logistics of courses, seminars, workshops, and research events, contributing to a well-organized and responsive graduate training environment.

Major Duties and Responsibilities:

• Provides administrative and secretarial support for the Quantitative Life Sciences (QLS) and Biophysics Programs. Organizes the Program Director’s calendar and priorities; coordinates meetings, prepares agendas and documentation, records minutes, and monitors follow-up on action items. Coordinates correspondence, room bookings, and expense processing to ensure efficient daily operations.
• Serves as a primary point of contact for prospective and current students, providing detailed guidance on program requirements and procedures. Supports recruitment and admissions by reviewing and verifying application and registration files, processing program and course changes, and coordinating interdepartmental, inter-university, residency, and internship documentation.
• Supports academic advising activities by preparing and validating documentation related to course equivalencies, credit transfers, recognition of external coursework, and probationary standing. Coordinates and schedules student interviews and maintains accurate academic records.
• Administers graduate awards, scholarships, and fellowship competitions, providing guidance on eligibility, procedures, and deadlines. Reviews applications for completeness, ensures alignment with admissions records, and prepares documentation for submission to the Graduate Studies Office following committee decisions.
• Monitors and verifies graduate student tuition and fee assessments. Reviews language test results, advises students on required next steps where applicable, and tracks follow-up actions to ensure compliance with program requirements.
• Coordinates administrative processes for doctoral comprehensive examinations, oral defences, and thesis submissions, ensuring adherence to institutional policies and timelines.
• Maintains current knowledge of University and Graduate Studies policies related to graduate student affairs. Updates student records, performs data entry, and resolves administrative issues to ensure data accuracy and compliance.
• Maintains and updates the QLS, Biophysics, and MiCM training websites to ensure accurate and timely publication of program information, workshops, and registration details. Formats and uploads digital content, monitors link integrity, and contributes to social media communications.
• Coordinates logistics for core courses, seminars, annual research days, and workshops, including scheduling, registration coordination, virtual platform setup, space reservations, and coordination of IT and audiovisual requirements.
• Maintains an administrative system for the archiving and backup of MiCM workshop materials. Uploads and organizes past materials on program platforms, including the website and GitHub, and prepares certificates of participation for attendees.

Other Qualifications and Skills:

• 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

.

Minimum Education and Experience:

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Program Administrator

Position End Date (If applicable):

Deadline to Apply:

2026-03-31

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

.