Service Representative

McGill University; Town of McLennan; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading Canadian university seeks a Records and Registration Assistant responsible for processing student records and providing support to various stakeholders. The ideal candidate will have extensive customer service experience and a focus on detail. This full-time position in Alberta requires bilingual proficiency in English and French, with a competitive pay range of $29.42 to $36.46 hourly, offering a comprehensive benefits package and opportunities for remote work.

Benefits

Competitive benefits package

Defined contribution pension plan

Tuition waiver for regular employees

Remote work options

Qualifications

• 3+ years of related experience in office systems or secretarial studies.
• Demonstrated ability to apply and communicate policies.
• Ability to work autonomously and collaboratively.

Responsibilities

• Process documents related to admissions and registration.
• Maintain and update student records in SIS.
• Provide support during convocation periods.

Skills

Customer service skills

Attention to detail

Organizational skills

Bilingual English and French

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

MS Word

Advanced Excel

Outlook

Adobe Professional

Banner (SIS, FIS)

Job description

How to Apply for a Job (for External Candidates)

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

Application Instructions for McGill Employees

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).

Job Summary

Under the direction of the Records and Registration Manager, the incumbent is responsible for processing a variety of requests relating to student records, including entries, corrections, and additions. Working as part of a team, the incumbent will also participate in events organized by the unit, providing additional support where needed.

Duties and Responsibilities

• Processes and indexes documents related to admissions, registration, legal status and exams with various interfaces (Slate, D2, Application Xtender)
• Maintains and updates records within our Student Information Systems (Banner, Minerva). Sorts, codes, enters and verifies information. Ensures the accuracy and completeness of information. Investigates and follows up on discrepancies. Refers complex problems to resource persons.
• Ensures that processes are worked on as per the required deadlines in the following areas: undergraduate and graduate records, undergraduate research trainees, registration, transcripts, transfer credits and course equivalencies, exchange and study away, inter-university transfers, grade changes, personal data and name changes, Permanent Code creation and validation, electronic document management, and Convocation
• Provides service and support to Faculties, Enrolment Services, students and other stakeholders with regards to student records.
• Supports Convocation and operations during convocation periods, administering activities related to academic student records and serving as a liaison with Faculties and University units to ensure accurate and timely information flow.

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

Accurate with superior attention to detail to ensure integrity of information. Customer focused and service oriented, assisting all clients with tact and diplomacy. Excellent proven customer services skills, student exchange, student accounts, and student registration experience. Proven organizational skills and ability to prioritize and multi-task accurately and efficiently. Demonstrated ability to understand, apply, and communicate admissions and legal policies, University policies, procedures, and knowledge of Provincial and Federal legislation and guidelines as related to educational programs and Student services to students and staff at all levels. Demonstrated ability to clearly receive, retain, and transmit information. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem solve, and ability to work under pressure. Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, advanced Excel and Outlook, Banner (SIS, and FIS), Adobe Professional and Minerva. 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 #3 on a scale of 0-4.

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

Location and Work Authorization

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Language Proficiency

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 # on a scale of 0-4. For a definition of our language proficiency levels, please click here.

Minimum Education and Experience

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

Compensation and Working Hours

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

Hours per Week: 33.75 (Full time)

Supervisor

Records & Registration Manager

Position End Date

Deadline to Apply

2026-01-06

Equal Opportunity Employer

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].