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Faculty of Science
Geography and Earth Systems Departments
This is a leave replacement until November 2026.
Position Summary:
Under the direction of the Administrative Supervisor, the Student Affairs Coordinator provides administrative support for academic student affairs across three departments in Earth Systems: Atmospheric and Oceanic Sciences (AOS), Earth and Planetary Sciences (EPS), and Geography. This role guides students through admissions, registration, graduation, and academic regulations, ensuring compliance with policies and deadlines. The incumbent verifies and processes documents related to course and program changes, awards, examinations, and graduation requirements. They coordinate activities such as course scheduling, residency rotations, and doctoral examinations, maintain accurate student records, and serve as a key liaison with students, faculty, and external partners to facilitate academic processes and resolve issues.
Learn more about the Geography and Earth Systems (AOS and EPS) Science departments.
Major Duties and Responsibilities:
Act as a front-line resource person; receive and provide detailed information and explanations to current and prospective students. Prepare, examine, and verify admissions and registration session files including supporting documents, language requirements and CGPA.
Ensure follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
Inform students in relation to their files. Resolve problems. Ensure the application of academic regulations and deadlines. According to the needs of the unit, prepare residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
Coordinate application process for awards, scholarships, and fellowships. Distribute application forms and provide information on procedures and deadlines. Verify that student files are complete and, as required, ensure necessary linkage with admissions process.
Liaise with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centers, and university and governmental authorities as necessary. Provide explanations related to academic regulations, student records, programs, and calendars.
Control enrolment in courses. Compile information to verify and update timetables and calendar entries. Coordinate submission to central scheduling system and act as a contact person for the department. Prepare schedule of department courses annually.
Verify and compile grades and coordinate submission of grades, revisions, and supplemental and deferred exams. Verify transcripts.
Maintain a current file of courses, calendars, programs, students, and graduates. Coordinate administrative processes relating to doctoral comprehensive and oral defense examinations and the submission of theses and dissertations. Identify, analyze, update, and correct files of graduating students. Prepare documents for graduation.
Organize and assist in orientation, open house and information sessions.
Ensure tuition fees and other student fees are properly assessed. Verify results of language tests and inform students of course of action in case of failure; follow up on these cases.
Ensure Teaching Assistant processes are updated and maintained within deadlines.
Generate and analyze reports and statistical data to compile information used for reporting and planning.
Organize meetings and attend various committees. Prepare minutes and follow up as required. Provide information to other members of the unit on files for which the member has specific knowledge and experience.
Qualifying Skills and/or Abilities
Bilingual; excellent verbal and written communication skills, in both English and French.
Demonstrated experience in student affairs is preferred.
Strong organizational and time-management skills with the ability to prioritize multiple tasks and meet deadlines.
Attention to detail and accuracy in processing academic records, forms, and schedules.
Ability to interpret and apply academic regulations, policies, and procedures.
Proven experience working with students to resolve a variety of problems. Strong problem-solving skills and ability to resolve issues independently and collaboratively.
Client-focused with excellent interpersonal skills to liaise effectively with students, faculty, and external partners.
Ability to handle confidential information with discretion and maintain professionalism in a high-volume, fast-paced environment.
Demonstrated ability to work under pressure while maintaining accuracy and meeting strict deadlines.
Initiative and adaptability to manage changing priorities and support multiple departments simultaneously.
Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally, and an aptitude for presentation and public speaking.
Excellent command of Word, Excel, Power Point and Outlook. Experience with McGill systems (Banner SIS, Minerva).
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 (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.