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School of Computer Science
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, and graduation. Coordinates activities related to timetable/class scheduling, examinations, registration, orientation, Open House and graduation. Informs students and resolves problems in relation to their file. Produces and coordinates distribution of documents.
Major Duties and Responsibilities:
Acts as a frontline resource person and provides administrative support for undergraduate and graduate studies within the school. Provides information regarding academic and administrative policies and procedures. Maintains up-to-date knowledge of current policies, procedure, and regulations as related to undergraduate and graduate studies. Resolves problems within area of responsibility. Liaises with appropriate department and faculty resource personnel.
Participates in the organization of admissions and registration, orientation, class scheduling and open house. Prepares, examines and verifies registration sessions files. Ensures follow-up and deadlines are met. Completes and approves forms concerning course or program changes, permit overrides and interdepartmental or inter-university registration. Receives and provides detailed information to students.
Organizes and participates in specific operations with regard to the start of the semester, orientation, course and residency evaluation, Inter-University transfers and Exchanges. Prepares timetables and schedules room bookings for unit. Prepares schedules and books midterm exams for unit.
Compiles information, verifies and updates timetables (UG/Grad). 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 for the unit and recommends procedural changes to improve the effective functioning of the unit.
Compiles information in order to prepare graduate grant applications, liaises with other institutions (i.e. GPS, NSERC, FQRNT) 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.
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:
Experience in student affairs is an asset.
Must be client-focused and service-oriented, with a proven ability to interact with people at all levels.
Strong organizational skills and ability to prioritize and multi-task to meet strict deadlines. Attention to detail.
Experience working with confidential data.
Proven ability to work independently and use initiative to resolve problems in areas of responsibility; team player.
Excellent written communication and interpersonal skills.
Proven ability to listen to and assist students.
Demonstrated ability to clearly transmit and receive information.
Bilingual; excellent verbal and written communication skills, in both English and French.
Excellent command of Word, Excel, Power Point and Outlook. Experience with McGill systems (Banner SIS, Minerva).
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
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.
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 4 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
(MUNACA Level F) $29.42 - $36.46
33.75 (Full time)
Student Advising Supervisor
Position End Date (If applicable):
2025-07-04
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.
