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Position Summary:
Under the responsibility of the Manager of Administration, and with a dotted reporting line to the Program Director, Online initiatives and both Associate-Directors of the School, the Administrative Coordinator will provide administrative support to the activities for which these positions are responsible for:
Major Duties and Responsibilities:
Continuing Education and Online initiatives (50%)
Acts as the primary resource person in relation to accreditation of external activities (CNE).
Facilitates the evaluation of applications for accreditation by the Office, records minutes of meetings and issues decisions to applicants. Maintains applications in progress, updates their status, and processes members’ completed applications. Communicates well and often with potential or actual clients, guiding them throughout the application process.
Prepares certificates of attestation for learners.
Provides administrative support to the development of online and CNE educational activities.
Coordinates the registration of activities delivered by this Office. Troubleshoots any problems or delays. Responds to queries in a service-oriented manner.
Helps coordinating the delivery of online and CNE educational activities: confirms required resources, location, and timing; communicates with learners as needed to ensure the smooth delivery of activities.
Coordinates registration of clients.
Prepares and coordinates the development of promotional documents, with the support of the Communications Officer, when necessary.
Assists in financial administration, invoicing clients, confirming that payment is received and providing clients with receipts. Tracks transactions and follows-up on outstanding payments. Communicates with AEC 11 Finance to this end.
Uses a variety of software and applications such as Course Merchant, McGill’s MMP system and the Minerva finance menu
Produces reports and statistics involving the queries, participants, feedback and interest in online course deliveries. Sorts, formats and performs queries on this data.
Assumes other duties as assigned and required for the functioning of the Office.
Support to Associate-Directors – ADs (50%)
Maintains agenda, takes minutes and follows-up on action items of governance meetings (i.e. TAG, Standing Meetings, Merit Process).
Responsible for keeping all files organized for easy access and back‐up.
Attends meetings and take minutes on behalf of the ADs when requested.
Drafts responses on behalf of the ADs.
Oversees the ADs’ agendas and coordinates meetings and events. Serves as administrative liaison for effective collaboration between the ADs and both the Undergraduate and Graduate ISoN academic standings committees.
Plans, schedules and assigns priority to the meetings.
Creates agendas for all committees chaired by the ADs based on previous meetings, current initiatives, and planned activities.
Follows up with those identified to take action on an item to facilitate its timely completion as well as informs the ADs of any items unlikely to be completed in the established delays, the reasons, and potential alternative.
Prepares and coordinates the development of reports, letters and various documents for the Program/Assistant Program Directors in their mandate of providing student support (i.e. documenting the onboarding process for academic staff, updating the Program Director Handbook, assist in drafting special letters for students in special circumstances and coordinating the French Proficiency admission requirements dossier).
Drafts and updates terms of reference for new or existing ISoN committees and working groups.
Assists with establishing timelines and resources for activities including Administration, Accreditation Support, Special Events Planning.
Assists the Director in keeping track of special projects among ISoN faculty.
Helps the AD-E organize processes and policies in place to ensure efficiency (i.e. TAG, Merit).
In support of the Associate Directors and the Program Directors, supports the application of the University’s academic regulations and deadlines for all undergraduate and graduate students.
Downloads, updates and maintains reports and statistics on a variety of student data (ex.: number of registered students, full-time/part-time status, leaves of absence, number of years in the program, course registration)
In support of the Program Directors’ mandates, maintains up-to-date knowledge of the University’s and ISoN’s current policies, procedures and regulations relating to students (such as UG/GR handbook regulations, Student Standings and Promotion regulations).
In support of the Program Directors, coordinates and maintains the entire Undergraduate Student Standings and Promotions administrative process. Each term maintains a report of all students with standings issues and on clinical support, ensures that modified course of studies is being followed and committee requirements are being achieved by the student, assists in the registration of courses. Schedules Standings meetings.
Liaises with ISoN Student Affairs Officer in support student on academic probation or with disciplinary dossiers (in support of ISoN’s academic Disciplinary Officer).
Assists with manual registration for all students on a revised course of study.
In support of the Program Directors, format presentations for University and School recruitment and yield events.
In support of the AD, liaises with students, faculty members or clinical partners regarding Student Mistreatment allegations/reports: downloads the allegation report from the survey, provides it to the AD, contacts the student to arrange a meeting with the AD and invites faculty members or clinical partners to participate in meetings.
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:
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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:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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.