Student Advising Administrator

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

Benefits offered by this job

Health, Dental, Life Insurance

Defined contribution pension plan

RRSP & TFSA

Generous vacation

Personal days

Floating holidays

Summer Fridays

Tuition waiver

Remote work up to 2 days/week

Job summary

McGill University is seeking a Student Advising Administrator to support undergraduate students in the Faculty of Science and BA/BS programs. You will collaborate with the SOUSA team, help readmission and transfer decisions, advise exchange students, and maintain advising resources.

The role requires bilingual English and French, strong knowledge of university policies, and experience in student services. This on‑site position includes a comprehensive benefits package.

Qualifications

• Bilingual; excellent English and French communication.
• Experience in student services or advising in higher education.
• Ability to explain complex policies clearly and professionally.
• Strong prioritization and multi‑tasking in a fast‑paced environment.

Responsibilities

• Provide administrative support to undergraduate students across academic and student affairs matters.
• Respond to general and complex inquiries and assist in resolving issues with the team.
• Advise outgoing and incoming exchange students and process applications with the Study Away Office.
• Maintain student information systems and prepare reports for planning purposes.
• Participate in orientation events and develop advising resources and publications.

Education

DEC III

Tools

MS Office

Workday

Banner

Minerva

Adobe

Webex

Zoom

Job description

Position Summary:

The Student Advising Administrator will join a team of administrative and advising professionals working in the Science Office of Undergraduate Student Advising (SOUSA). Together, we provide guidance and support to over 6000 undergraduate students; assisting them in making informed academic choices in light of their learning, career and life goals. Reporting to the Associate Director, Student Affairs, the Student Advising Administrator provides administrative support around academic advising and student affairs services to undergraduate students in the Faculty of Science and the Bachelor of Arts and Science. The incumbent evaluates and makes decisions regarding readmission, transfers, exchange, and study away. This role also supports the smooth functioning of the unit’s operations and acts as a resource person for policies and procedures.

Primary Responsibilities:

• Work collaboratively as a member of the Student Affairs team to provide administrative support to undergraduate students across a range of academic and student affairs matters.


• Responds to general and complex inquiries, assists in resolving issues, and shares responsibility with other team members for Student Affairs activities and portfolios.


• Provide front-line support to students and respond to inquiries from students, parents, faculty, staff and other members of the University community.


• Assess the nature of inquiries, provide information and assistance, and refer individuals to the appropriate resource or office as required.


• Act as resource person regarding academic and administrative policies and procedures for undergraduate students in the Faculty of Science and the Bachelor of Arts & Science.


• Process requests related to the assessment of course equivalencies, recognition of courses from other institutions and transfer of credits.


• Advise outgoing and incoming exchange students and process applications (in collaboration with Study Away Office).


• Evaluate requests for readmission and transfer, make decisions on routine cases.


• Assess files, contact students and inform them of results and options.


• Prepare files in more complex cases for senior advising consideration.


• Help produce, review and maintain unit websites, reports and documents (including publications, orientation materials, presentations and reference guides).


• Compile and produce reports for statistical and planning purposes and make recommendations on process improvements.


• Maintain and update student information systems and computerized applications and participate in their development to improve efficiency. This includes a range of computer programs and applications, including but not limited to: Microsoft Office (Outlook, OneDrive, Teams, Bookings, Forms, Word, Excel, PowerPoint and Power Automate), Workday, Banner, Minerva, Adobe, Webex and Zoom.


• Participate in University orientation, McGill Open House and other recruitment and advising events.


• Undertake special projects.

Other Qualifying Skills and/or Abilities:

• Bilingual; excellent verbal and written communication skills, in both English and French.


• Demonstrated experience in student affairs, student services, in support of academic advising, or a related role within a higher education environment.


• Ability to interpret and explain complex policies clearly and professionally.


• Strong ability to build rapport with students, faculty, and staff; tact and discretion when handling sensitive situations such as appeals or readmission refusals.


• Proven ability to prioritize tasks, coordinate meetings and events, perform under pressure and manage multiple responsibilities in a fast‑paced and high‑volume environment.


• Ability to assess student files, interpret academic policies, and make sound decisions on routine cases.


• Resourceful and proactive in resolving issues, proposing solutions, and supporting students through complex processes.


• Accuracy in maintaining records, preparing documentation, and updating advising resources.


• Capacity to work independently and collaboratively, handle confidential information, and adapt to changing priorities with tight deadlines.


• High level proficiency with MS Office Microsoft Office (Outlook, OneDrive, Teams, Bookings, Forms, Word, Excel, PowerPoint and Power Automate), Workday, Banner, Minerva, Adobe, Webex and Zoom.

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

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 Student Affairs

Position End Date (If applicable):

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. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.