Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). This permanent position is based in the Department of Electrical and Computer Engineering. Position Summary: Under the direction of the immediate supervisor, provides administrative support for academic student affairs. Provides detailed information on policies and academic regulations. Verifies, processes and approves documents related to admissions, registration, graduation and submission of grades. Coordinates activities related to admissions, examinations, registration and graduation. Advises students and resolves problems in relation to their file. Produces and coordinates distribution of documents. Major Duties and Responsibilities: Receives and provides detailed information and explanations to students. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration session files. Ensures follow-up. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs. Informs students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement. Coordinates application process for awards, scholarships and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admissions process. Liaises with students, teaching staff, departments, faculties, services, high schools, CEGEPS, training centres, and university and governmental authorities. Provides explanations related to academic regulations, student records, programs and calendars. Maintains filing system and prepares material for archiving. Performs data entry and updating of student files. Resolves related problems. Organizes meetings and attends various committees such as the admissions or program committees. Prepares minutes and follows up as required. Provides information to other members of the unit on files for which the member has specific knowledge and experience. Maintains up-to-date knowledge of current policies, procedures and regulations. Uses various equipment such as a personal computer, calculator, photocopier/scanner and AV equipment. 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 Qualifications/Skills and/or Abilities: Seeking an individual who is enthusiastic and detail-oriented to support graduate students in the Department of Electrical and Computer Engineering. Student affairs and student records experience at the university level required. Proven client-focus with an ability to establish productive relationships with students, professors and stakeholders. Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to listen and assist students with problems. Proven ability to work in a PC environment using Microsoft Office (Excel; Word; PowerPoint) spreadsheets, word-processing, databases, Minerva and Banner SIS. Ability to work autonomously and as part of a team. Strong verbal and written communication skills in English and French. Knowledge of French and 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. Minimum Education and Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems Hourly Salary: (MUNACA Level F) $29.42 - $36.46 Hours per Week: 33.75 (Full time) Supervisor: Associate Director Administration Position End Date (If applicable): Deadline to Apply: 2026-01-08 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. Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.
