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Faculty of Science

Science Office of Undergraduate Student Advising (SOUSA)

Position Summary:

The Student Advising Administrator will join a team of administrative and advising professionals working in the Science Office of Undergraduate Student Advising (SOUSA).  Together, we provide guidance and support to over 6000 undergraduate students; assisting them in making informed academic choices in light of their learning, career and life goals.

Reporting to the Associate Director, Student Affairs, the Student Advising Administrator provides administrative support around academic advising and student affairs services to undergraduate students in the Faculty of Science and the Bachelor of Arts and Science.  The incumbent evaluates and makes decisions regarding readmission, transfers, exchange and study away.  This role also supports the smooth functioning of the unit’s operations and acts as a resource person for policies and procedures.

Primary Responsibilities:

• Work collaboratively as a member of the Student Affairs team to provide administrative support to undergraduate students across a range of academic and student affairs matters. Responds to general and complex inquiries, assists in resolving issues, and shares responsibility with other team members for Student Affairs activities and portfolios.

• Provide front-line support to students and responds to inquiries from students, parents, faculty, staff and other members of the University community. Assess the nature of inquiries, provide information and assistance, and refer individuals to the appropriate resource or office as required.

• Act as resource person regarding academic and administrative policies and procedures for undergraduate students in the Faculty of Science and the Bachelor of Arts & Science.

• Process requests related to the assessment of course equivalencies, recognition of courses from other institutions and transfer of credits.

• Advise outgoing and incoming exchange students and processes applications (in collaboration with Study Away Office)

• Evaluate requests for readmission and transfer, make decisions on routine cases.  Assess files, contact students and inform them of results and options.  Prepares files in more complex cases for senior advising consideration.

• Help produce, review and maintain unit websites, reports and documents (including publications, orientation materials, presentations and reference guides).

• Compile and produce reports for statistical and planning purposes and make recommendations on process improvements.

• Maintain and update student information systems and computerized applications and participate in their development to improve efficiency. This includes a range of computer programs and applications, including but not limited to: Microsoft Office (Outlook, OneDrive, Teams, Bookings, Forms, Word, Excel, PowerPoint and Power Automate), Workday, Banner, Minerva, Adobe, Webex and Zoom.

• Participate in University orientation, McGill Open House and other recruitment and advising events.

• Undertaking special projects.

Other Qualifying Skills and/or Abilities

• Bilingual; excellent verbal and written communication skills, in both English and French.

• Demonstrated experience in student affairs, student services, in support of academic advising, or a related role within a higher education environment.

• Ability to interpret and explain complex policies clearly and professionally.

• Strong ability to build rapport with students, faculty, and staff; tact and discretion when handling sensitive situations such as appeals or readmission refusals.

• Proven ability to prioritize tasks, coordinate meetings and events, perform under pressure and manage multiple responsibilities in a fast-paced and high-volume environment.

• Ability to assess student files, interpret academic policies, and make sound decisions on routine cases.

• Resourceful and proactive in resolving issues, proposing solutions, and supporting students through complex processes.

• Accuracy in maintaining records, preparing documentation, and updating advising resources.

• Capacity to work independently and collaboratively, handle confidential information, and adapt to changing priorities with tight deadlines.

• High level proficiency with MS Office Microsoft Office (Outlook, OneDrive, Teams, Bookings, Forms, Word, Excel, PowerPoint and Power Automate), Workday, Banner, Minerva, Adobe, Webex and Zoom.

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 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.