Administrative Student Affairs Coordinator

McGill University; Montreal; On-site; CAD 43,000 - 53,000; Full time

Job summary

McGill University in Montreal, QC invites applications for an Administrative Student Affairs Coordinator. The role provides administrative and secretarial support for student and departmental operations, guiding students from admission to graduation and serving as a liaison among students, faculty, and offices.

The incumbent coordinates graduate admissions, registration, milestones, and degree completion, maintains records, and advises students on files while handling purchasing, transactions,

Qualifications

• Experience with university administrative systems and policies.
• Experience coordinating graduate admissions, registration, and degree milestones.
• Strong proofreading and documentation skills.
• Ability to manage confidential information with discretion.
• Excellent organizational and time-management abilities.

Responsibilities

• Provides front-line support to students on admissions, registration, and policies.
• Coordinates graduate admissions, orientation, internships, and student communications.
• Monitors progress, milestones, thesis processes, examinations, and degree completion requirements.
• Manages course and program registration, enrolment, and graduation audits.
• Supports scholarships, fellowships, awards, and student funding programs.
• Acts as liaison between students, faculty, and university offices.
• Coordinates hiring and administrative processes for lecturers, TAs, graders, and guests.
• Handles procurement, travel, accounts payable, and facilities requests.
• Organizes meetings, events, and prepares reports and records.

Skills

Organizational skills

Attention to detail

Communication skills

Time management

Interpersonal skills

Analytical thinking

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

Slate

Banner FIS

Minerva

MyProgress

MyThesis

SIS

Workday

SharePoint

Microsoft Office Suite

Job description

Administrative Student Affairs Coordinator### Administrative Student Affairs CoordinatorApply: Currie Gymnasium: Full time: Posted Today: End Date: November 6, 2026 (9 days left to apply): JR0000082906**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).****Summary:**Under the direction of the immediate supervisor, the Administrative Student Affairs Coordinator provides administrative and secretarial support for student and departmental operations, ensuring the smooth functioning of the unit. The role supports students from admission through graduation and serves as a resource on policies and procedures, acting as a liaison between students, faculty, and administrative units.Responsibilities include coordinating activities related to graduate admissions, registration, program progression, and degree completion; maintaining student records and unit documentation; and advising students on their files. The incumbent will also supports administrative operations through tasks such as purchasing, processing transactions, maintaining accounts, and assisting with basic financial tracking, as well as reviewing and editing documents for accuracy.**Primary Responsibilities:*** Provides front-line support and guidance to students on admissions, registration, academic policies, and graduate studies procedures.* Coordinates graduate admissions, recruitment, orientation, internships, placements, and student communications.* Monitors student progress, academic milestones, thesis processes, comprehensive examinations, and degree completion requirements.* Administers course and program registration, enrolment, academic records, grading processes, and graduation audits.* Supports the administration of scholarships, fellowships, awards, and student funding programs.* Acts as a liaison between students, faculty, university offices, and external institutions, ensuring compliance with academic policies and procedures.* Coordinates hiring and administrative processes for course lecturers, teaching assistants, graders, and guest lecturers.* Provides departmental administrative and financial support, including procurement, expense management, travel coordination, accounts payable, and facilities requests.* Organizes departmental meetings, events, and committee activities; prepares reports, correspondence, records, and other administrative documentation.**Qualifications Skills and Abilities*** Demonstrated proficiency in university administrative systems, including Slate, Banner, Minerva, MyProgress, MyThesis, SIS, Workday, SharePoint, and Microsoft Office Suite.* Experience with university financial and budget systems, including Banner FIS, Minerva, and MMP.* Demonstrated knowledge of university policies, procedures, collective agreements, and hiring processes for Teaching Assistants, Graders, Research Assistants and Associates, and Course Lecturers.* Strong knowledge of graduate admissions processes, including application review, credential evaluation, degree assessment, and verification of academic eligibility and program requirements.* Experience supporting graduate student administration, including recruitment, orientation, advising, registration, academic records management, milestone tracking, and student lifecycle processes.* Experience administering course registration, enrolment, permit approvals, internship and practicum tracking, grading processes, transcript verification, deferred exams, and graduation audits, while liaising with key university stakeholders.* Familiarity with scholarships, awards, fellowships, and student funding programs, including federal, provincial, university, faculty, and departmental funding sources.* Exceptional organizational, analytical, and time-management skills, with the ability to manage competing priorities and meet strict deadlines.* Strong attention to detail, proofreading and editing skills, and the ability to maintain accurate records and handle confidential information with discretion.* Excellent communication and interpersonal skills, with demonstrated professionalism and the ability to effectively support students, faculty, researchers, and administrators.* Proven ability to work independently and collaboratively in a team environment (as this role will liaise with GPS, ED, and SSAO).* Demonstrated ability to coordinate meetings, prepare agendas, and record accurate meeting minutes.**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 Manager**Position End Date (If applicable):****Deadline to Apply:**2026-11-05***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, [e-mail].***Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.