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McGill University

Administrative Student Affairs Coordinator

Sherbrooke, QC, Canada

Full-time

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Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 12, 2026
Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Posting language: English
Posted: Oct 30, 2026

Original job description

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).

Position Summary:

Under the supervision of the Student Affairs Supervisor, the Administrative Student Affairs Coordinator provides comprehensive administrative and operational support for postgraduate medical education (PGME) programs across all specialties, ensuring the effective coordination of trainee records from admission through to program completion. Responsibilities include:

Acts as a key point of contact for residents, fellows, Program Directors, and administrative staff, responding to inquiries related to policies, procedures, training requirements, and deadlines. Liaises with internal units and external organizations (e.g., CMQ, Royal College, CFPC, hospitals) to facilitate information exchange and ensure compliance with regulatory requirements.
Coordinates admissions, onboarding, registration, and hiring processes, including CaRMS matches, application processing, and trainee file management across multiple systems (e.g., Slate, Banner, Hyfen). Maintains accurate trainee records, tracks electives and inter-university rotations, and ensures all required documentation (e.g., permits, funding, evaluations, licensing forms) is complete and up to date.
Follows administrative processes related to rotations (including non-accredited and out-of-province), leaves of absence, funding, and certification. Monitors trainee progress by tracking evaluations and program requirements, and prepares certificates and official documentation such as letters of standing and visa support letters.
Supports regulatory and academic processes by coordinating forms and submissions to governing bodies, including the Royal College and CMQ, and administering specialized programs such as the Clinician Investigator Program (CIP).
Maintains tracking systems, prepares reports and correspondence, updates program materials and websites, and ensures data integrity across platforms. Provides guidance to program coordinators and supports meetings, training sessions, and PGME events, contributing to the overall efficiency and quality of program operations.

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:

Excellent organizational and time management skills, with the ability to manage multiple priorities and meet strict deadlines
Strong attention to detail and accuracy in data entry, record keeping, and document verification
Ability to interpret and apply policies, procedures, and regulations in a complex academic environment
Strong communication and interpersonal skills, with the ability to interact effectively with trainees, faculty, and external stakeholders and PGME staff.
Proven ability to work within a team
Sound judgment with the ability to escalate complex issues appropriately
ensure level of discretion and professionalism when handling confidential and sensitive information
Proficiency with administrative and data management systems (e.g., Banner, Slate, Hyfen, One45) and Microsoft Office Suite
Ability to adapt to changing processes, systems, and priorities in a fast-paced environment
Experience coordinating with multiple stakeholders and maintaining effective working relationships
Bilingualism (French and English), both spoken and written, is a requirement
Testing may be administered

Minimum Education and Experience:

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Student Affairs Supervisor

Position End Date (If applicable):

Deadline to Apply:

2026-11-11

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.

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More about this job

Responsibilities

The Administrative Student Affairs Coordinator provides comprehensive administrative and operational support for postgraduate medical education programs. Responsibilities include managing trainee records, coordinating admissions and rotations, and ensuring compliance with regulatory requirements.

Requirements

Candidates must possess a DEP in Office Systems or Secretarial Studies and at least four years of related experience. Proficiency in administrative software and bilingualism in English and French are required.

Skills

Administrative support
Data management
Record keeping
Time management
Communication
Interpersonal skills
Policy interpretation
Attention to detail
Banner
Slate
Hyfen
One45
Microsoft Office Suite
Regulatory compliance
Bilingualism

Visa sponsorship

Not detected in the job text

Keywords

Administrative Coordinator
Student Affairs
Postgraduate Medical Education
PGME
Trainee Records
Admissions
Onboarding
CaRMS
Banner
Slate
Hyfen
One45
Regulatory Compliance
Data Integrity
Bilingualism
Office Systems
Secretarial Studies
Higher Education
Clinical Education

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