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Position Summary:
Reporting to the TCP & Logistics Officer, the incumbent is responsible for the support to students in the Undergraduate Medical Education (UGME). The incumbent will administer activities for students and ensure students benefit fully from their university experience. This position will be primarily responsible of the room booking for the UGME program, coordinate and deliver the weekly student’s bulletin, and support the administration of the program's Short Term Absence Policy and procedures but will be assigned to support the Unit where the need is greatest, as needed.
Major Duties and Responsibilities:
• Responsible for room booking for class scheduling for the four-year MDCM program (around 2500 bookings per year). Collect booking requests from curriculum teams, track requirements, and book rooms in Banner.
• Coordinate with colleagues to ensure room conflicts are resolved and room needs are met. Make and track all requested changes and modifications.
• Act as a resource person for short-term absences for medical students. Processes student absence requests according to program policy. Tracks course attendance requirements to ensure successful course completion. Ensures timely and accurate follow up on all absence requests in UGME Student Records Portal.
• Escalates absence requests to Associate Dean UGME or Assistant Dean, Student Affairs (Office of Medical Learner Affairs) as needed according to the policy. Coordinates directly with ADUGME or OMLA to ensure the inforamtion is accurate for them to review the absence request.
• Provides coordination, administrative support for variety of UGME student related events such as orientation, graduation, White Coat Ceremony.
• Administer the send-out of the weekly UGME program newsletter to all Montreal campus medical students via the Envoke platform. Support the preparation process of the newsletter each week.
• Ensure all processes and procedures related to the role are documented and that SOPs are updated on a regular basis.
• Additional administrative support for other UGME teams as required and assigned to ensure smooth delivery of student affairs activities.
• Resolve a high volume of complex issues from a variety of clients, including students, presented via phone calls, e-mails and drop-ins.
• Act as a back-up for receptionist at UGME offices as needed. Answer main phone line, respond to emails, and greet visitors.
• Provide back-up and support to teammates and colleagues as needed.
• Support the different activities of the Unit, as needed.
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:
Demonstrated experience and knowledge of undergraduate medical education at McGill an asset. Client-focused, with a high level of tact, diplomacy, professionalism, and a demonstrated ability to build and maintain appropriate rapport and constructive and effective relationships with internal and external stakeholders. Must have strong organizational, priority-setting, and problem-solving skills. Excellent interpersonal and communication skills, both verbal and written, English and French, and be able to work autonomously and as part of a team. Must be able to provide advice, solutions, and timely information to assist in administrative procedures and problem solving. Ability to track, analyze, and synthesize a high volume of information and to handle multiple projects and meet strict deadlines. Demonstrated knowledge and understanding of McGill University, the Faculty of Medicine, McGill’s teaching hospitals and the accreditation process an asset. Ability to take initiative and work with minimal supervision. Attention to detail and high level of accuracy is vital. One 45, myCourses and Banner experience are assets. Excellent computer skills at the advanced level with office software packages including advanced knowledge of Word, PowerPoint, and Excel programs. Excellent level of spoken and written French and English.
As one of Montreal's Top Employers, here is what we offer:
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:
Hourly Salary:
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Supervisor:
Position End Date (If applicable):
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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.