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McGill University

Service Representative

Brown Student Serv., Canada

Full-time

Apply About employer

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Job details

Job type: Full-time
Apply by: Oct 23, 2026
Experience: DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies
Posting language: English
Posted: Oct 9, 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).

Scholarships & Student Aid Office

McGill’s Scholarship and Student Aid Ofﬁce (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on ﬁnancial need.

Position Summary:
Under the direction of the immediate supervisor, performs duties related to admissions and registration, and student accounts. Provides information and explanations concerning programs, policies and procedures. Processes admission applications, registrations, transcript requests and activities related to student account fee payments. Maintains files and records and resolves related problems.

Major Duties and Responsibilities:

Acts as first line resource person regarding policies and procedures, in-person, by phone and by email.
Provides instruction and assistance relating to application requirements and procedures for government student aid programs and University’s student aid programs: Entrance and In-Course aid; Entrance Scholarships; Work Study; Tuition Fee Deferrals; Mobility awards; Enriched Educational Opportunity awards, etc.
Provides assistance in completing various forms. Ensures accuracy and completeness of information and validity of supporting documents.
Searches and retrieves government aid documentation from numerous systems, i.e., AFE Contact system; NSLSC ECE (National Student Loans Service Centre, Electronic Confirmation of Enrolment portal); One-Key (Ontario FAO portal); SFAS (BC Student Financial Assistance System); Extranet (Alberta electronic information system), etc.
Using numerous systems / methods depending on loan type / source, reports enrolment status to Ministries of Education enabling students to maintain or resume interest-free status on previous loans.
Investigates and follow up on problems and discrepancies. Consults appropriate systems / documentation, or resource persons in order to obtain and provide information.
Escalates complex problems to resource persons. Provides support to Financial Aid Counsellors in program administration; ensures smooth operations of programs.
Attends training sessions with governmental agencies to keep abreast of changes to student aid programs and to upgrade skills and/or level of system access to student dossiers.
Determines urgency of request and gives priority to students with exceptional circumstances.

Other Qualifying Skills and/or Abilities:

Demonstrated interpersonal, listening, as well as verbal and written communication skills.
Proven ability to work autonomously and as a member of a team.
Demonstrated ability to take initiative, problem-solve and organize work.
Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
Strong computer skills with proven ability to use various software tools and platforms (i.e., databases, spreadsheets, web applications, etc.).
Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
Proven ability to draft correspondence, must be accurate and possess superior attention to detail.
Demonstrated ability to provide support for various administrative activities.
Proven discretion in dealing with confidential information.
English and French, spoken and written

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 (Fluent) on a scale of 0-4.

Minimum Education and Experience:

DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Québec Student Aid Officer

Position End Date (If applicable):

2027-09-30

Deadline to Apply:

2026-10-22

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 Service Representative acts as a first-line resource for student aid and registration inquiries, providing information on policies and procedures. They process admission applications, manage student account documentation, and assist students with government and university financial aid programs.

Requirements

Candidates must possess a DEP in Office Systems or Secretarial Studies and at least three years of related experience. Strong communication skills in both English and French, along with proficiency in office software and database management, are required.

Skills

Customer service
Administrative support
Problem-solving
Data entry
Communication
Interpersonal skills
Attention to detail
Database management
Spreadsheet proficiency
Time management
Multitasking
Record keeping
Conflict resolution
Financial aid administration
Professionalism
Discretion

Visa sponsorship

Not detected in the job text

Keywords

Student Aid
Admissions
Registration
Financial Aid
Office Systems
Secretarial Studies
Administrative Support
Data Management
Customer Service
Government Aid
Tuition Fee Deferrals
Work Study
Scholarships
Bursaries
Database
Spreadsheets
Documentation
Enrolment Status
Policy Compliance
Confidentiality

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