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Position Summary

Under the direction of the immediate supervisor, provides administrative support for student affairs activities related to personnel enrolled in the Language Training Program (the “program”) of Dialogue McGill, based in McGill’s Faculty of Medicine and Health Sciences (https://www.dialoguemcgill.ca/en/language-training-program). Coordinates activities related to registration and grades. Advises program participants taking classes and resolves problems in relation to their file. Produces and coordinates distribution of documents.

Major duties and responsibilities

• Answers student affairs hotline and emails in a professional and timely manner.
• Liaises with learners, teaching staff, and administration staff. Provides explanations related to unit regulations, learners records, programs and calendars.
• Performs and organizes activities to support the daily operations of the program by ensuring that student affairs services are carried out in accordance with established goals and objectives.
• Plans and attends meetings and special events. Records and distributes minutes.
• Compiles information, verifies and updates timetables and calendar entries.
• Collaborates with supervisor in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
• Programs, monitors and troubleshoots the online student record management platform. This includes system setup to allow online placement testing and orientation sessions, program admission, registration, and program completion in accordance with the relevant policies, practices and procedures.
• During registration period: monitors and controls actual registrations, available spaces, waitlist.
• Examines and verifies registration information related to both asynchronous and conversation workshops.
• Inform learners on program offering selection.
• Assists learners with administration matters regarding registration, drop and withdrawal procedure, etc.
• Ensures accurate maintenance of the attendance register and thorough documentation of all learners’ results (information goes to learners’ managers at public health institutions).
• Downloads and compiles program evaluation results for review by supervisor.
• Updates Dialogue McGill’s relevant website content.
• Performs other student affairs duties as required.

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:

• At least 2 years of experience in student or client-facing role;
• Bachelors’ degree is an asset;
• Excellent communication skills in English and French, spoken and written;
• Ability to work autonomously and as part of a team in a fast-paced environment;
• Superior organizational and interpersonal skills;
• Detail-oriented with demonstrated ability to provide support to various levels of administration;
• Ability to work on multiple projects within the same timeframe and excellent time-management skills;
• Competency with computer programs, including Microsoft Office (Word, Excel and PowerPoint) and Adobe Pro;
• Knowledge of McGill University’s administrative policies and procedures is an asset.

This position is part of the Language Training Program of Dialogue McGill, based in McGill’s Faculty of Medicine and Health Sciences (https://www.dialoguemcgill.ca/en/home) and is paid through research funds. The contract is for one year, but can be renewed.

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 # (qualifier) on a scale of 0-4***.***

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

Minimum Education and Experience:

DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director, Dialogue McGill

Position End Date (If applicable):

2027-05-17

Deadline to Apply:

2026-05-01

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***.***