Program Administrator

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Position Summary:
Reporting to the Director of Administration, the Program Administrator oversees the curriculum processes, from form collection through final approval, coordinates Faculty revisions to the Course Catalogue, administers scholarships and awards, provides advising support for retiring programs (Legacy Faculty Programs), and provides administrative and research support to the Associate Dean (Academic) for Faculty initiatives, including program revisions and new offerings.

Primary Responsibilities:

• Oversee the lifecycle of curriculum-related documentation: collect and process forms from Minerva and email submissions, ensure accuracy and completeness through thorough review and follow‑up with academic units.
• Maintain the curriculum progress tracking spreadsheet, provide timely status updates and guidance to stakeholders, develop clear training materials and instructions for departmental units on required forms and deadlines.
• Oversee the coordination of graduate curriculum approvals. Administer communication and submissions to GPS, prepare and deliver program and course reports, ensure program approvals are secured before routing related course forms to SCTP/APC. Align meeting timelines so interconnected items advance together and follow up with SCTP/APC to ensure timely processing throughout the approval cycle.
• Act as resource person for Faculty of Arts Course Catalogue revisions. Attend relevant meetings, share updates with units and committees.
• Administers the Course Catalogue (formerly E-Calendar) revision process for the Faculty of Arts. Review unit submissions (ensure content quality, regulatory compliance, accuracy) and request revisions as needed. Review draft versions issued by the Catalogue team and confirm final alignment with SCTP/APC approvals before publication.
• Oversee the administration of Faculty of Arts awards and scholarships; retrieve and distribute endowment income reports, maintain current award records, coordinate departmental nominations, verify student eligibility, facilitate Subcommittee meetings and decision making, prepare final award reports for University Advancement.
• Administer all aspects of scholarship training, communication, and policy administration for the Faculty of Arts, including delivering annual training to CSA members, ensuring accurate and up to date scholarship policies and CESA documentation, coordinating with SSAO and University Advancement on updates or issues, responding to departmental inquiries, and maintaining regular information flow and documentation for internal stakeholders and committees.
• Provide administrative and research support to the Associate Dean (Academic) for Faculty initiatives, including program revisions and new offerings, as needed.

Other Qualifying Skills and/or Abilities

• Must be able to demonstrate a high level of initiative, attention to detail, independence, and critical thinking skills in solving problems.
• Possesses strong organizational and time management skills.
• Excellent communication and interpersonal skills with the ability to work in a collaborative team environment and interact positively an effectively with internal and external stakeholders.
• Knowledge of University policies and procedures is an asset.
• Experience with administering funds.
• Experience editing website content. Proficiency with Microsoft suite, database design/management (Microsoft Access, Crystal Reports), spreadsheets, electronic correspondence, Web, and online communications tools.
• Knowledge of the university student information systems (Banner SIS and Minerva) is an asset.
• English and French spoken and written.

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.

DEC III 3 Years Related Experience with DEC III /

(MUNACA Level H) $33.05 - $40.97

33.75 (Full time)

Director Administration

2026-08-28

2026-03-17