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Provides administrative support for graduate students in the Integrated Program in Neuroscience, managing registration, milestones, and graduation processes. Acts as the primary contact for student affairs issues and coordinates with faculty to resolve academic petitions and appeals.
Requires a DEC III with at least 3 years of related experience and proficiency in PC environments, specifically Excel and student information systems. Candidates must be bilingual in English and French and possess strong organizational and client-service skills.
Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.
Position Summary:
Under the direction of the immediate supervisor, provides administrative support for approximately 570 graduate students in the Integrated Program in Neuroscience. Provides detailed information on policies and academic regulations. Verifies, processes, and approves documents related to registration, milestone progress, submission of grades, and graduation. Advises students and resolves academic issues, ensuring proper implementation of record changes. Collaborates with the internal team, as well as with the faculty. Assists in streamlining workflows, providing insights on specific curriculum requirements, milestones, and timelines of the student lifecycle.
Primary Responsibilities:
Perform and organize activities to support the daily operations of the unit.
Use of shared internal databases and checklists, to ensure that all tracked information meets requirements and standards that support the student’s academic lifecycle.
Offer recommendation to increase student experience and success. Assess special revisions of milestones, formulate cogent messaging, and update procedures to accommodate changes implemented by the Faculty. Participate in developing and updating resources, including program deadlines and course offerings.
Attend IPN Retreats, guest or donor lectures, and IPN orientations. Participate in retrospective staff meetings to review project achievements and improve processes.
Provide information to students on a variety of student affairs issues. Serving as the primary contact for student appeals or petitions and coordinating with faculty to ensure fair review and resolution of academic issues and progress. Assist returning international students in obtaining their CAQ letter.
Explain deadlines, policies, and potential impacts on academic progress, assisting students through the course withdrawal process.
Assist students during the add/drop period, provide information and seek approval for special cases and ensure compliance with program guidelines. Keep records of students' course selections, course exemptions, and special elective requests. Organize Mercury course evaluations, maintain catalog lists of instructors and roll final grade submissions.
Assist in the registration process, providing guidance and resolving issues during enrolment. Provide documentation to the Curriculum Committee to assess student requests.
Process credit transfers, course exemptions and special elective courses in accordance with program guidelines.
Perform graduation audit to verify completion of program requirements prior to graduation.
Prepare or approve submissions, such as Committee Meeting Reports, Thesis Seminar approvals, Candidacy Exam approval forms, Study Plans, Committee Selection forms, Oral Defense Forms, and others as per guidelines and policies.
Produce, prepare, and compile reports on incomplete milestones and course exemptions, as well as tracking deadlines for exceptional cases that request extensions.
Collaborate with faculty, staff and students to facilitate information exchange and enhance delivery of services.
Attend and participate in weekly office meetings, GPC meetings, bi-annual Faculty of Medicine and Health Sciences GPC meetings, and GPS workshops, such as myProgress clinics.
Proven ability to prioritize and meet weekly and monthly deadlines.
Demonstrated ability to transmit and receive information accurately.
Experience working in a PC environment using word processing, database and strong knowledge of Excel.
Ability to use Outlook, Minerva and Banner SIS.
Knowledge of basic accounting principles.
Proven ability to work autonomously and as part of a team.
Demonstrated ability to take initiative.
Proven organizational skills with ability to multi-task and prioritize.
Attention to detail.
Must be client-focused and service-oriented with a proven ability to listen and assist clients, students and staff (at all levels) with problems.
English, spoken and written; French spoken and read.
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 3 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
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, [email protected].
Building a healthier future for all, one smile at a time
The mission of the Faculty of Dental Medicine and Oral Health Sciences of McGill University is to advance transformative education, science-based intervention and lifelong learning grounded in high calibre research and exceptional clinical training. Our programs foster access to integrated care, community service and engagement. We bridge fundamental, applied and translational research to dental practice using creative knowledge transfer. Through strong community partnerships as well as national and international collaboration, our faculty promotes sustainable growth, connectivity and innovation. The Faculty of Dental Medicine and Oral Health Sciences envisions a world rooted in conscientious caring for life, and a healthy and supportive environment for all. We strive for distinction in research, innovation and education for oral health and well-being.
Offices: 2001 Avenue McGill College, Montreal, Quebec H3A 1G1, CA
View all jobs at McGill University Faculty of Dental Medicine and Oral Health SciencesThere are currently 294 open science & research positions in Montreal, Canada listed on Clera. New openings are added daily as companies post roles.
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