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Position Summary
Reporting to the Program Manager, Graduate & Research, and in close collaboration with the Graduate Program Director, the incumbent has responsibility for administration activities related to program promotion, admissions, curriculum, events, and student support in the McGill’s Department of Family Medicine MSc and PhD Programs. The Graduate Program Administrator will be the primary contact person for faculty, instructors and graduate students in the program and provide administrative support in several key areas as outlined below.
Typical Functions
(i) Perform and organize activities to support the daily operations of the unit.
(ii) Implement administrative procedures or systems that are moderately complex in support of the faculty, department or unit’s operations and ensure activities meet or exceed established quality requirements.
(iii) Assess and resolve administrative problems. When appropriate, inform supervisor and formulate recommendations.
(iv) Assist in the administration of student affairs activities.
(v) Provide information to students on a variety of student affairs issues in accordance with established policies and procedures.
(vi) Apply procedures regarding course selection, course withdrawals, deferred and supplemental exams.
(vii) Administer the examination and registration process. Act as liaison between faculty/department/unit with regard to procedures and regulations.
(viii) Review student files and records to determine transferability of credits or exemptions and academic standing.
(ix) Perform reviews regarding program completion and eligibility for graduation.
(x) Approve various forms or electronic submissions, as per guidelines and policies.
(xi) Produce reports on student academic issues. Compile statistics and data for inclusion in University and external reports.
(xii) Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
(xiii) Attend meetings.
Other Qualifying Skills And/or Abilities
- Student affairs experience at the university level, an asset.
- Excellent organizational skills.
- Experience working with databases, OneNote considered to be an asset. Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook. Knowledge of McGill systems (SIS, FIS, Slate, myCourses etc) is an asset.
- Excellent inter-personal skills necessary to establish and maintain working relationships with key internal and external stakeholders.
- Proven ability to navigate difficult conversations with tact and professionalism at all times.
- Ability to identify problems, identify their source and propose solutions.
- Ability to work independently or with teams with minimum direction or supervision.
- Flexibility to adapt to tight deadlines, frequent changes and demands.
- Proven ability to multi-task, prioritize and work under pressure.
- Experience in planning meetings, conferences, luncheons and special events.
- Experience in recording and distributing minutes.
- Strong verbal and written communications skills, in both French and 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.
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
Program Manager, Graduate & Research
Position End Date (If Applicable)
Deadline to Apply:
2023-10-06
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.
