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Position Summary:

Under the direction of the immediate supervisor, coordinates and verifies the work of others and contributes to their training. Supports the efficient day-to-day operations of the unit by providing administrative and secretarial support for administrative and student affairs activities. Assists with the planning and coordination of departmental activities and serves as a resource on policies and procedures. Coordinates processes related to admissions, examinations, registration, and graduation, providing guidance to students and resolving issues related to their files. Reviews and edits documents to ensure accuracy and clarity.

Primary Responsibilities:

Knowledge academic and administrative policies, regulations, and procedures in a postsecondary environment.

Experience compiling, verifying, and updating timetables and academic calendars, and coordinating submissions to centralized scheduling systems.

Organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.

Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.

Receives and provides detailed information and explanations to students. Controls enrollment in courses. Participates in the organization of admission and registration. Prepares, examines and verifies admission and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity 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.

Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.

Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.

Produces reports and statistics. Takes notes and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.

Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
 

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:

Demonstrated organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast paced environment.

Proven ability to compose correspondence and to proofread documents using appropriate spelling, grammar, punctuation and formatting.

Must be resourceful, client focused and service oriented with a demonstrated ability to assist academic advisors, take initiative and problem-solve.

Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings.

Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally.

Demonstrated ability to work autonomously and as a member of a team. Demonstrated discretion in dealing with confidential information.

Proficient in a PC environment using word processing, spreadsheets, presentation software, email and the Internet. Experience working with Banner/Minerva SIS an asset.

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. The level of English required for this position has been assessed at a level #4 on a scale of 0-4.

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 policyTwo (2) personal daysTwo (2) floating holidaysNine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour DayPaid time off over the December holiday periodTuition waiver for regular employees and their dependentsUp to two (1) day 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 # (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:

Administrative Supervisor

Position End Date (If applicable):

Deadline to Apply:

2026-02-16

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.