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Position Summary:
Under the direction of the immediate supervisor, the incumbent provides comprehensive administrative and secretarial support for departmental and student affairs activities. This role supports the Psychoeducational & Counselling Clinic and the Assessment Materials Resource Centre (AMRC), contributing to the effective delivery of services within the Department of Educational and Counselling Psychology. Working in collaboration with academic leadership, the incumbent supports administrative procedures, policies, and processes, and contributes to the smooth and efficient functioning of the unit’s operations. The incumbent is responsible for maintaining unit documentation and files, as well as carrying out student affairs–related administrative tasks.
Major Duties and Responsibilities:
Acts as a resource person regarding academic and administrative policies and procedures; prepares meeting agendas, takes minutes, and follows up on action items as required. Resolves issues within the area of responsibility by consulting relevant documentation and liaising with appropriate internal and external resource persons to obtain and provide information on diverse and complex matters.
Provide administrative, finance, and/or student affairs support to the ECP department as required.
Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.
Supports client service operations, including service requests and waitlists, and assists with tracking and maintaining active client files in collaboration with clinical teaching staff.
Supports financial and administrative processes, including basic tracking, reporting, reconciliation, inventory management, interdepartmental billing, and vendor coordination.
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 and coordinates and schedules student interviews.
Coordinates application process for awards, scholarships, and fellowships. Distributes application forms and provides information on procedures and deadlines.
Provide primary administrative and operational support to the clinic and clinic-related programs.
Assist during peak periods and provide backup coverage for departmental staff during vacations or leaves.
Participate in cross-training across clinic and departmental functions to ensure operational continuity and flexibility.
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:
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 on a scale of 0-4.
Provides services and communicates effectively in French and English, including responding to client inquiries and drafting correspondence and emails in French, in order to support clinic operations and serve a French-speaking clientele.
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 one (1) day 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 # (qualifier) 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.