Administrative Student Affairs Coordinator

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

Job summary

McGill University in Sherbrooke seeks an experienced administrative assistant to provide comprehensive support for admissions, examinations, registrations and graduation processes. You will advise students, manage files, edit documents for accuracy and maintain unit accounts, contributing to smooth operations.

The role requires strong time management, bilingual English/French communication, and proficiency with MS Office, Minerva, Oracle and One45.

Qualifications

• Proven ability to proofread and edit correspondence and documents.
• Excellent time management in a fast-paced environment, with ability to prioritize multiple projects.
• Ability to take minutes and coordinate meetings.
• Proficient with Microsoft Office, Minerva, Oracle and One45 systems.

Responsibilities

• Provide administrative and secretarial support for admissions, examinations, registration and graduation.
• Advise students and resolve problems related to their files.
• Prepare, examine and verify admissions and registration files and related documents.
• Prepare timetables, calendars and room bookings for the unit.
• Maintain and reconcile unit accounts and budgets; monitor expenses.

Skills

Time management

Multitasking

Interpersonal communication

Organizational skills

Attention to detail

Editing & proofreading

Bilingual English/French

Minutes taking

Problem solving

Team collaboration

Education

Office Systems (DEP)

Secretarial Studies (DEP)

Tools

Microsoft Office

Minerva

Oracle

One45

Job description

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

• 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 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.
• Coordinates application process for awards, scholarships, and fellowships.
• Distributes application forms and provides information on procedures and deadlines.
• Verifies that student files are complete and, as required, ensures necessary linkage with admission process.
• 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 activity schedules, contacting the necessary officials to coordinate and verify placement.
• 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.
• Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation.
• Prepares timetables and schedules room bookings for unit.
• Prepares schedules and books exams for unit.
• Administers accounts for unit.
• Prepares budgets or budget proposals.
• Monitors and reconciles various accounts, statements and reports.
• Identifies and analyses discrepancies and errors.
• Ensures that tuition fees and other student fees are properly assessed.
• Corrects errors and follows up on problems.
• Records expenses and provides account statements on request.
• 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.
• Uses a variety of software.
• Maintains computerized information systems and participates in their development to improve efficiency within the unit.
• Liaises with computer resources persons as required.
• Maintains and updates administrative files.
• Maintains filing systems and arranges for archiving.
• Receives and screens telephone calls.
• Provides information to visitors, determines reason for visit and prepares necessary documents.
• Directs callers and visitors to appropriate resource persons.
• Assesses need for intervention of other resource persons and arranges appointments as necessary.
• Screens and sorts mail.
• Prepares files attaching appropriate supporting documentation and researching information as required.
• Responds to requests within area of responsibility.
• Notes required actions and ensures follow-up.

Other Qualifying Skills and/or Abilities

The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, ability to prioritize and multi-task on a number of projects, to meet regular deadlines. Proven ability to work independently and as a member of a team. Exceptional interpersonal communication skills, ability to interact with academics, residents, fellows and staff of all levels. Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations. Event Planning. Organizational astuteness, Administrative writing skills, Supports innovation, ability to remain calm under pressure, Excellent problem solving and prioritizing skills, Resourceful. Resolved problems by analyzing information, identifying and communicating solutions. Attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take minutes. At ease in a PC environment using Microsoft Office programs and specialized databases, Minerva, Oracle and One45 program. 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 (qualifier) on a scale of 0-4.

Minimum Education and Experience

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

Compensation and Working Hours

Hourly Salary: (MUNACA Level G) $31.19 - $38.65

Hours per Week: 33.75 (Full time)

Supervisor and Dates

Supervisor: Curriculum Component Officer

Position End Date (If applicable): 2027-03-31

Deadline to Apply: 2026-09-02

Equity and Diversity

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].

Location and Culture

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.