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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 administers key academic processes for undergraduate students in the Faculty of Science (this includes the B.Sc. and B.A. & Sc.). The role involves reviewing cases, applying faculty and university policies, and making decisions on matters such as readmission, discipline, transfers, exchanges and study away, with complex or atypical files escalated as needed. The position also supports the unit’s operations by organizing daily activities, implementing established procedures, and serving as a resource on academic policies and practices for students, staff and faculty.

The Student Advising Administrator contributes to a range of student affairs activities within a collaborative team. Specific portfolios may shift over time based on unit needs, with current priorities centred on readmission, discipline and graduation. Responsibilities may include:

• Evaluating requests for readmission and transfer and making decisions on routine cases. Preparing more complex files for senior review and communicating outcomes to students.

• Contributing to the Faculty’s student discipline process by organizing case files, reviewing and documenting allegations, handling routine case assessments, preparing materials for interviews and offering guidance to students and teaching staff in keeping with established policies and procedures.

• Handling a range of student affairs tasks, including reviewing and processing requests and reports related to course evaluations, transfer credits, exams, late registration and exceeding credit limits.

• Supporting incoming and outgoing exchange students and processing applications in coordination with the Study Away Office.

• Supporting the Associate Dean (Student Affairs) with selected administrative tasks such as calendar coordination and triaging basic student inquiries.

• Preparing the Science graduation package by compiling degree lists, assembling required documents and reports, coordinating inputs from team members and producing the final materials for presentation at Faculty’s meetings.

• Interpret policies, contribute to policy development, and respond to inquiries regarding policies and procedures (in person, email or MS Teams) from staff, students, and external institutions.

• Compile data for reporting and planning. Recommend improvements to processes or workflows.

• Contribute to maintaining various student affairs websites, procedural documents and reference materials.

• Update student information systems using a range of software and applications to support daily operations.

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

• Contributing to special projects as assigned.

• 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 disciplinary cases.

• 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 Suite (Outlook, Word, Excel, PPT), Banner (SIS), and web tools (e.g., Drupal).

• 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

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.

For a definition of our language proficiency levels, please click here.

DEC III 3 Years Related Experience with DEC III /

(MUNACA Level H) $33.05 - $40.97

33.75 (Full time)

Associate Director Student Affairs

2025-12-21

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, accessibilityrequest.hr@mcgill.ca.