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Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. 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). Position Summary: Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Advises students and resolves problems in relation to their file. Produces and coordinates distribution of documents. Major Duties and Responsibilities: Receives and provides detailed information and explanations to students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs. Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits and probationary status. Prepares and verifies files. Coordinates and schedules student interviews. Informs students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement. Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars. Controls enrolment in courses. Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates. Coordinates administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations. 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 client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients and build constructive work relationships with staff of all levels. Demonstrated professionalism and ability to clearly transmit and receive information as well as a keen ability to listen and assist administrators with problems. Experience working with various student populations including undergraduate, graduate and continuing studies. Strong attention to detail. Discretion in dealing with confidential information. Demonstrated organizational skills, and ability to prioritize and multi-task to meet regular deadlines. Experience providing support to faculty/researchers is an asset. Proven ability to work independently and as part of a collaborative team. Attention to detail and a proven ability to draft correspondence and proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated ability to prepare meeting agendas and to take and write minutes. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and the Internet. Experience working with Banner/Minerva SIS, FIS, Workday HRIS, and the McGill Web Management System an asset. English (spoken and written) and French (spoken). Minimum Education and Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems Hourly Salary: (MUNACA Level F) $29.42 - $36.46 Hours per Week: 33.75 (Full time) Supervisor: Graduate Program Supervisor Position End Date (If applicable): Deadline to Apply: 2025-11-27 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. 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.