Program Administrator

McGill University; Montreal (administrative region); Hybrid; CAD 46,000 - 56,000; Full time

Benefits offered by this job

Tuition waiver for regular employees

Two personal days

Two floating holidays

Remote work up to two days per week

Competitive benefits package

Pension plan (employer contribution)

Job summary

McGill University is seeking a Program Administrator to support the MBA program, focusing on orientation, scheduling, course-related activities, and communications. You will organize Base Camp, coordinate core course administration, monitor costs, and assist admissions and events.

The role requires strong organizational and communication skills, bilingual English/French proficiency, and experience in student affairs.

Qualifications

• Self-starter with student affairs and admissions experience.
• Team player with commitment to stakeholders.
• Excellent organizational and communication skills with attention to detail.
• Ability to prioritize and manage several priorities at once.
• Knowledge of Slate and myCourses is an asset.
• Occasional shift in workday schedule to accommodate off-campus schedule.
• Proficient with Microsoft Office; familiarity with Banner and Minerva.
• English and French proficiency.

Responsibilities

• Provide orientation materials and plan Base Camp for new students.
• Coordinate MBA course scheduling with infrastructure and Academic director.
• Update timetable and calendar documents; liaise with E-calendar for MBA pages.
• Manage core course administration: instructor contracts, course evaluations, textbooks.
• Monitor teaching costs and student funding requests against the annual budget.
• Support Desautels Case Competition: find judges, book spaces, manage case orders and schedules.
• Assist admissions team; attend Masters Recruitment Committee and virtual events.
• Conduct one-on-one sessions on program pathways and electives; answer emails.
• Process Independent Study applications; prepare supervisor contracts.
• Produce the MBA Newsletter with advisors and career coaches; renew Envoke licenses.

Skills

English language

French language

Organizational skills

Communication skills

Attention to detail

Team player

Microsoft Office

Banner knowledge

Minerva knowledge

MyCourses knowledge

Slate knowledge

Scheduling

Education

DEC III

Tools

Slate

myCourses

Banner

Minerva

Microsoft Office (Word, Excel, Teams)

Job description

Position Summary: Reporting to the Associate Director – Admissions & Recruitment, the Program Administrator provides administrative support to the MBA program with the primary focus on student orientation, scheduling, course related activities, and communications.

Primary Responsibilities:

• Provides support to new students by preparing orientation materials and guides, as well as scheduling and planning “Base Camp”
• Coordinate MBA course scheduling by liaising with the infrastructure team to provide MBA course constraints and review draft schedules with the Academic director
• Ensure the timetable and important dates documents are updated, as well as liaising with the E-calendar for MBA pages
• Coordinate MBA core course administration, including instructor contracts, course evaluations, textbook/coursepack set-up, and submission and tracking of requests to Desautels HR for casual teaching support positions
• Provide support to the Academic Director by monitoring teaching costs as well as any student requests for funding in comparison to the provided annual budget
• Support administration of the Desautels Case Competition, including finding judges (with support from University Advancement), booking spaces, creating the myCourses page, ordering the case, creating the schedule with the academic in charge, and monitoring student registration
• Support the admissions team as needed, attend the Masters Recruitment Committee to take minutes, and attend virtual recruitment events as required
• Conduct one-on-one sessions to provide information on program pathways, switching programs, choice of electives, internships/practicums, etc.). and answer student questions via email
• Receive Independent Study applications and register students. Using existing templates, create and submit Independent Study supervisor contracts
• Produce the MBA Newsletter by collecting items from advisors and career coaches, formatting the information, selecting appropriate photos, and ensuring that Envoke licenses are renewed/paid annually.

Other Qualifying Skills and/or Abilities

• A self-starter with student affairs and admissions experience.
• Team player with a strong sense of commitment and dedication to team members and other stakeholders.
• Excellent organizational and communication skills with strong attention to detail.
• Ability to prioritize and manage several priorities at once.
• Knowledge of Slate and myCourses is a definite asset.
• May be required to shift their workday schedule occasionally to accommodate the off-campus schedule.
• Demonstrated ability to use the Microsoft Office suite (i.e. word, excel, teams) as well as demonstrated comfort with Banner and Minerva.
• English (spoken and written)
• 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

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: DEC III 3 Years Related Experience with DEC III / Hourly Salary: (MUNACA Level H) $33.05 - $40.97 Hours per Week: 33.75 (Full time) Supervisor: Associate Director - Admissions & Recruitment Position End Date (If applicable): 2027-10-11 Deadline to Apply: 2026-09-25

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.

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