Reporting to the immediate supervisor, this role provides administrative and secretarial support for both the Department of Kinesiology and Physical Education and the Department of Educational and Counselling Psychology, with a focus on administrative and student affairs. The incumbent helps ensure the smooth day-to-day operations of both units, maintaining records and documentation, and serving as a key resource on university policies and procedures.
Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity 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.
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 admission process.
Advises 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.
(vii) 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.
Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.
Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Prepares for and attends evaluation meetings and follows up as required.
Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.
Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
Compiles information in order to prepare grant applications, liaises with other institutions in this compilation and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that guidelines are followed.
Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other personnel administration forms. Follows procedures or explains procedures to follow. Ensures that deadlines are met.
Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.
Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by the employee.
Must be client-focused and service-oriented, with a proven ability to build constructive work relationships with staff of all levels.
Experience in a similar frontline position, an asset. Proven ability to work independently and as part of a collaborative team.
Demonstrated ability to clearly transmit and receive information as well as a keen ability to listen and assist administrators with problems. Strong attention to detail.
The successful candidate will have excellent time management skills and the desire to work in a fast-paced environment, demonstrated organizational skills ability to prioritize and multi-task on a number of projects, to meet regular deadlines.
Proven ability to work independently and as a member of a team.
Discretion in dealing with confidential information.
Demonstrated ability to take initiative and problem-solve while remaining calm under pressure.
Experience working with various student populations including undergraduate, graduate and continuing studies.
Experience providing support to faculty/researchers with all aspects of their research staff administration is an asset.
Proven ability to analyze data and statistics for the purposes of reporting in addition to budget management.
Demonstrated ability to prepare meeting agendas and to take and write minutes. Attention to detail and a proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting.
Proven ability to work in a PC environment using Microsoft 365 with a focus on Excel, Minerva, Banner, Workday, presentation software, email and the internet. Proven experience learning and adapting to new software and providing support to users. Experience with the development of web-based communications (knowledge of DRUPAL an asset).
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.
