Administrative Student Affairs Coordinator

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

Job summary

McGill University seeks an administrative assistant to provide secretarial support for admissions and student affairs. You will organize admissions, registrations, and graduation processes, advise students, and maintain unit records with accuracy.

Responsibilities include preparing documents, updating web content, and supporting schedules while coordinating with the Admissions Officer and staff. Strong English and French skills are required in a dynamic office environment.

Qualifications

• Strong attention to detail and proofreading/editing of correspondence and documents.
• Ability to work independently and as part of a team in a fast-paced environment.
• Client-focused and service-oriented with professional discretion in handling confidential information.

Responsibilities

• Coordinates admission, examination, registration and graduation activities.
• Advises students and resolves problems related to their files.
• Maintains unit documents, prepares reports and statistics, and updates publication materials.

Skills

Attention to detail

Proofreading

Client-focused service

Team collaboration

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

Word processing

Spreadsheets

Presentation software

Email

Web maintenance

Job description

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 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: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 and ensures appropriate implementation of decisions made by supervisor.Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions 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.Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student.Produces reports and statistics. Takes note 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, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents. Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.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.Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit.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:Candidate to this position must be client-focused and service-oriented, with a high level of tact, diplomacy, professionalism, and a proven ability to establish productive relationships with staff and residents. Demonstrated ability to listen and assist Residents with problems. Demonstrated ability to work independently and as part of a team. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Discretion in dealing with confidential information. Ability to perform well under pressure. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, web maintenance. 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.Other information: testing may be administeredMinimum Education and Experience:DEP - Office Systems 4 Years Related Experience / DEP - Secretarial StudiesHourly Salary:(MUNACA Level G) $31.19 - $38.65Hours per Week:33.75 (Full time)Supervisor:Admissions OfficerPosition End Date (If applicable):2027-06-14Deadline to Apply:2026-11-11McGill 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] .