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Position Summary:
Under the direction of the Manager Student Affairs, the Administrative Student Affairs Coordinator provides administrative and student affairs support related to the Faculty’s Clinical Teaching Programs. Participates in ensuring the smooth functioning of the unit’s operations working cohesively with the other units of the Student Affairs team. Responsible for documents and files of unit. Acts as resource person for policies and procedures of the accredited and pending accreditation clinical programs. Coordinates activities related to admission, courses, registrations, examinations, evaluations and graduation. Advises students and residents and resolves problems in relation to their files. Edits documents for grammar and accuracy.
Major Duties and Responsibilities:
- Acts as resource person regarding academic and administrative policies and procedures for all clinical programs. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
- Works closely with the Manager Student Affairs and the program directors on the day-to-day operations of the clinical programs including but not limited to the DMD program and residency programs. Recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
- Act as the primary point of contact for both the clinical students and the external dental organizations such as the Ordre de Dentistes du Quebec, and other external accreditation bodies.
- Coordinate admissions of clinical students in collaboration with other student affairs units at the faculty and external university units
- Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines until graduation of the residents. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
- Coordinate resident internal and external exams
- Administers accounts for unit. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
- Create and coordinate clinical courses acting as a liaison between instructors and students ensuring student registrations; act as administrative facilitator for all curriculum and teaching activities
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:
- Ability to perform under pressure and be resourceful.
- Demonstrated experience working with students and residents and problem-solving in a variety of situations.
- Demonstrated knowledge of academic and student related policies and procedures.
- Attention to detail as it pertains to reviewing or summarizing student records.
- Demonstrated organizational skills and ability to multitask.
- Demonstrated ability to meet deadlines.
- Customer-focused and service-oriented.
- Experience with policy and procedure enforcement.
- Proven ability to listen as well as ability to clearly transmit and receive information both in writing and verbally in English and French.
- Demonstrated ability to use advanced Slate, Banner functions and Minerva.
- Proven ability to verify work.
- Demonstrated ability to edit documentation for grammar, spelling and punctuation.
- Proven problem solving and ability to take initiative within areas of responsibility.
- Demonstrated ability to compose routine correspondence, to proofread and edit, to record minutes. Strong MS Office skills
- Demonstrated knowledge of academic and student related policies and procedures.
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
- 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 clickhere.
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, .
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