Service Representative

McGill University; Montreal (administrative region); Hybrid; CAD 41,000 - 50,000; Full time

Job summary

McGill University’s Student Wellness Hub seeks an organized administrative assistant to manage admissions, registrations and student accounts. You will be the first point of contact, explain programs, and process transcripts and payments. You will also support secretarial tasks and maintain electronic records.

Fluent English and French are noted, with experience in MS Word, Excel and Outlook preferred. The role requires strong customer service, multitasking and teamwork in a hospital-like health

Qualifications

• Must be customer focused and service oriented, with professional conduct.
• Demonstrated ability to receive, retain and transmit information clearly.
• Ability to work autonomously and as part of a team.
• Proactive problem solving and organizational skills.

Responsibilities

• Serve as first point of contact for the Wellness Hub.
• Provide information on services and appointment options.
• Schedule and register clients for appointments with professionals.
• Process payments and issue receipts; manage records.
• Maintain electronic files and assist with referrals and document transmission.

Skills

Customer service

Communication

Multitasking

Teamwork

MS Word

Excel

Outlook

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

Titanium

Medesync

Job description

Student Wellness Hub The Student Wellness Hub provides a range of health services to McGill students with a focus on awareness, prevention, and early intervention. The Student Wellness Hub has a variety of clinicians that provide one‑on‑one appointments, therapy groups and other services. Within the Student Wellness Hub, the Healthy Living Annex focuses on health promotion and offers peer support programs for both the Macdonald and downtown campuses.

Position Summary:

Under the direction of the immediate supervisor, performs duties related to admissions and registration, and student accounts. Provides information and explanations concerning programs, policies and procedures. Processes admission applications, registrations, transcript requests and activities related to student account fee payments. Maintains files and records and resolves related problems.

Major Duties and Responsibilities:

• Provides excellent customer service to all students accessing the student the Wellness Hub.
• Acts as the first point of contact for the Hub.
• Responds to general inquiries; provides information on activities, procedures and services offered, e.g., group counselling, workshops, types of appointments available (physician, nurse, therapist, dietitian, etc.).
• Responds to emergency walk‑in situations as per Hub protocols.
• Schedules appointments for professionals.
• Registers clients for scheduled professional appointments.
• Verifies student status and eligibility to use the Hub when making appointments or checking in.
• Responsible for the delivery of mail and faxes to appropriate individuals.
• Processes requests for “Release of Information” including requesting existing (paper) charts from archives.
• Processes debit and credit card payments for no show, late fees and appointment fees as required.
• Issues receipts.
• Closes batch of Moneris transactions at the end of the day.
• When necessary, directs clients to alternate Montreal clinics and/or specialists.
• Responsible for scanning existing paper files into the electronic record management system.
• Scans various other documents for inclusion in client files.
• Provides secretarial support to the unit.
• Transmits referrals or other required documents using appropriate methods (faxing, scanning, mailing).
• Maintains and enters up to date student information using the electronic medical system.
• Ensures the accuracy and completeness of information.
• Investigates and follows up on discrepancies.
• Consults appropriate documentation or resource persons to obtain and provide information.
• Resolves problems.
• Refers complex problems to resource persons.
• Explains and demonstrates the use of computerized information systems such as an automated registration system and student accounts system.
• Provides assistance in completing various forms.
• Uses standard office equipment such as computer and photocopier.
• Changes signs on door and replenishes ticket dispenser if needed.
• Performs other related duties as required.

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:

• Must be customer focused and service oriented, which includes but is not limited to being approachable, responsive, attentive and helpful. Assists all clients with a positive attitude, tact and diplomacy while maintaining a professional manner and competence at all times.
• Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Proven ability to work autonomously and as a member of a team.
• Demonstrated ability to take initiative, problem‑solve and organize work within area of responsibility.
• Proven ability to be proactive and devote full attention to clientele.
• Demonstrated ability to answer calls with professionalism and tact while dealing patiently and calmly with clients who are anxious.
• Strong organizational skills with ability to multi‑task, prioritize and work under pressure to meet multiple deadlines.
• Proven discretion in dealing with confidential information.
• Ensure that clients from diverse cultures, ethnic origins, sexual and gender identifications, religious or faith backgrounds and all types of abilities receive equitable treatment and access to Services.
• Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, Excel and Outlook.
• Demonstrated ability to work with clinical and administrative information systems such as Titanium, Medesync, etc is a very strong asset. English, spoken and written. French, spoken and read.
• 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 (fluent) on a scale of 0-4.

Minimum Education and Experience:

DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary: (MUNACA Level F) $29.42 - $36.46

Hours per Week: 33.75 (Full time)

Supervisor: Client Service Manager

Position End Date (If applicable):

Deadline to Apply: 2026-09-10

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.

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