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Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Administers unit accounts.
Major Duties and Responsibilities:
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Acts as resource person regarding academic and administrative policies and procedures. 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.
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Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility and 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.
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Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines, and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or inter-university registration, and residency and internship programs.
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Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status. Prepares and verifies files. Coordinates and schedules student interviews.
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Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admission process.
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Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
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Maintains a current file of courses, calendars, programs, students and graduates.
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Organizes specific operations with regard to the start of the semester, course and residency evaluation.
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Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
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:
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Excellent verbal and written communication skills in English and French.
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Experience working with databases, OneNote, One45 considered to be an asset.
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Previous experience in medical education and administration/ management an asset.
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Demonstrated knowledge and understanding of Family Medicine and Postgraduate Education program (residency) considered an asset.
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Proven ability to manage multiple priorities simultaneously, to effectively plan and delegate tasks and work in a group setting.
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Excellent analytical skills and demonstrated ability to exercise sound judgement in applying and interpreting procedures and policies.
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Proven ability to navigate difficult conversations with tact and professionalism at all times.
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Excellent inter-personal skills necessary to establish and maintain working relationships with key internal and external stakeholders.
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 on a scale of 0-4.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
(MUNACA Level G) $31.19 - $38.65
33.75 (Full time)
Program Manager, Postgraduate Medical Education
Position End Date (If applicable):
2023-10-05
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, . 