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Position Summary:
Under the guidance of the Graduate Program Director, the Student Affairs Administrator will be responsible for student admissions, enrolment services, and helping with communications and marketing. The Student Affairs Administrator will help administer and operate graduate programs in translational biomedical engineering and medical technologies; through applied coursework and internships, these programs help prepare students to transition from academia to work in the biomedical industry.
The incumbent will participate in student recruitment fairs, student internship programs, convocation and graduation activities; they will offer a variety of student services including guidance for career planning, campus life and engagement, scholarships and student aid, counseling and tutorials, health and mental health, international student services, immigration, services for students with disabilities, and other programs. They will be responsible for offering student affairs services including advising, student records, registration and exam activities, as well as provide the integration of McGill's values, standards, and goals with respect to student life and learning into University policies, operations and procedures. The incumbent’s role is to ease students’ integration into University life, support students’ learning and guide them towards a rewarding student life experience by offering a broad range of services in a supportive environment.
Primary Responsibilities:
- Oversee the day-to-day operations of the graduate programs and make recommendations to improve efficiency. Review departmental procedures and suggests improvements focusing on productivity and efficiency. Suggest new initiatives for continuous improvement;
- Provide administrative support for the admission process. Support professors, course coordinators, chairs, graduate program directors on academic programs, departmental policies and procedures, rules and regulations, course and seminar management;
- Act as the point of contact for prospective and graduate students for general information and queries;
- Review applications for completeness, ensure alignment with eligibility criteria and admissions requirements, calculate cGPA equivalencies, and prepare documentation for submission to the Graduate Program Director for admission decisions. Liaise with applicants and other stakeholders to explain eligibility and admission outcomes, issue offers and ensure appropriate follow-up;
- Provide guidance and support and refer the students to the appropriate channels to seek help on academic issues, personal difficulties, student-supervisor collaboration issues, internship issues, academic path issues, and financial issues. Handle confidential information with a high degree of sensitivity, respect, and diplomacy;
- Assist the Graduate Program Director with matters such as course equivalencies, recognition of courses from other institutions, transfer credits, and probationary status;
- Review records of all graduating BME students with regard to requirements for graduation; select and recommend candidates for graduation;
- Coordinate promotional material for the program and prospective students (flyers, digital content, and outreach materials)
- Review all requirements for internships have been met and organize internship evaluations;
- Coordinate and submit applications for internship funding (stipends and grants) with relevant government agencies to support student placements and industry partners;
- Support the development of workshops, seminars and information sessions for students and department staff. Revise budget and prepare post-event reports, when required;
- Network with student organizations and organize orientation and recruiting events across campus;
- Coordinate all course-related activities for the department, including timetabling (DCU), enrolment, student registration permits, course quotas, course evaluations and coordination of exams;
- Process grade submissions, coordinate course set-up, prepare and submit new course proposals and revisions for the department;
- Review and update the graduate calendar, the e-catalogue andthe website,
- In conjunction with the SBMS AEC team, collaborate on monitoring and processing graduate stipends;
- In conjunction with the departmentand the SBMS AEC team, prepare Teaching Assistant budgets and ensure timely posting of positions;
- Offer professional support and expertise, contribute to complex problem resolution and assist the Graduate Program Director and the Chair in handling of difficult situations. Participate in GPD, Chair, Graduate Committee discussions and ensure the decisions to resolve complex issues are applied in day-to-day operations of the graduate programs. Prepare guidelines, forms and documents, and provide support to Program Officer in establishing processes;
- Prepare official letters for students regarding their CAQ, Study Permits, Academic Standing, Program Completion, Proof of Enrolment, etc.;
- Review and process Graduate Research Trainee (GRT) and Undergraduate Research Trainee (uGRT) requests for the department.
- Create and update departmental documents and forms (Student Handbook, Advisory Committee Meeting Report forms, Letter of Understanding, reports concerning student enrolment, evaluations, Annual reports,);
- Scheduling of the Graduate Student Seminars in the Winter and Fall terms. Process rescheduling requests, resolve issues, etc.;
- In conjunction with the BME Operations team, perform tasks related to internal and external networking and communications; post to departmental social media channels, lead the assembly and dissemination of a periodic newsletter;
- Attend network groups within the Faculty of Medicine and Health Sciences and externally. Attend meetings.
Other Qualifying Skills and/or Abilities
- Experience working in student affairs management is an asset;
- Proven ability to work in a computerized environment using word processing, spreadsheets, and presentation software, including MS Office applications, Banner SIS and Minerva, databases, HTML, Workday, DCU, graduate application software (Slate/uApply) and website maintenance;
- Proven organizational skills and ability to prioritize and meet regular and on-going University and departmental academic deadlines;
- Excellent customer service and listening skills, including the ability to advise students in difficult situations, critical thinking, decision-making, attention to detail, leadership, as well as strong communication, influencing and collaboration skills;
- Demonstrated sense of diplomacy and experience in dealing with highly sensitive and confidential information;
- English spoken and written, French spoken.
- Event planning, graphic design, and/or digital marketing experience are assets.
- Testing may be administered
- This is a one-year temporary position
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 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEC III 3 Years Related Experience with DEC III /
Hourly Salary:
(MUNACA Level H) $33.05 - $40.97
Hours per Week:
33.75 (Full time)
Supervisor:
Professor
Position End Date (If applicable):
2027-11-01
Deadline to Apply:
2026-10-20
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.
