Graduate Program Administrator
Mcgill University
Québec, Canada
2d ago

Position Summary :

The Graduate Program Administrator’s primary role is to assist in ensuring the day-to-day administration of Educational & Counselling Psychology relative to all programs administered by the unit.

An important component of this position is Student Advising for graduates students, faculty and staff regarding Graduate and Postdoctoral Studies (GPS) policies and procedures as well as fellowships.

It also includes the responsibility of the administrative operations, financial matters and the supervision of other departmental staff members involved in the support of student administration.

Duties and Responsibilities :

  • Reporting to the Administrative Officer, assist in ensuring the day-to-day administration of the Department of Educational & Counselling Psychology.
  • Take the lead in the decision-making on student affairs matters in consultation with unit Graduate Program Directors, which encompass student advising, student records, graduation and degree auditing, program requirements, timetable and scheduling, reviews and approves e-
  • calendar revisions, course revisions and proposals, and exchanges.

  • Participate in the strategic planning for student affairs and provides input on related issues; develop and implement procedures related to advising and student affairs.
  • Supervise and train Student Affairs Coordinators and all other staff contributing to student administration; provide evaluations and assessment of performance.
  • In the absence of the Administrative Officer, supervise all office support staff (coordinating vacation and work schedule).
  • Organize and coordinate meetings and special departmental events. Participates in Open House, leads departmental orientation sessions in collaboration with Graduate Program Directors, Professional programs clinical onboarding and other recruiting events for new and returning students.
  • Function as record-keeper; accountable for the follow-up.
  • Compile statistics and data for inclusion in University and external reports, and assist in the production of reports to accrediting bodies, publications and other materials.
  • Support of unit reporting and compliance obligations to various internal governance and external overseeing bodies.
  • Administer various program initiatives and department-based graduate student progression and follow-up (from admission to graduation).
  • Liaise with other University units including Graduate and Postdoctoral Studies (GPS), Office of Associate Dean Research and Graduate Studies, and with external organizations to plan for the future and to resolve any problems.
  • Ensure update of all Departmental student files.
  • Assess and resolve administrative problems.
  • When appropriate, inform supervisor and formulate recommendations.
  • Monitor student-related funding and scholarships (reconciliation and reporting) according to established guidelines.
  • Education and Experience :


    Three (3) years' related experience

    Other Qualifying Skills and Abilities :

    Highly knowledgeable about the McGill Graduate Studies and Professional Development environment. Demonstrated knowledge of processes and procedures related to graduate student administration or similarly competitive professional programs.

  • Excellent communication skills in English and French, including professional writing, and demonstrated experience in developing and giving presentations;
  • experience working with diverse populations. Strong organization skills. Student-focused and service-oriented with a demonstrated ability to build constructive and effective relationships and find solutions in a variety of situations with all levels of staff, students and the public.

    Proven ability to communicate effectively with diverse constituencies on matters of policy, process and application outcomes.

    Experience with recruitment, student / applicant support and / or advising. Experience with the development of web-based communications (knowledge of DRUPAL, an asset).

    Excellent judgment and ability to make difficult decisions. Experience with relevant software (especially Banner, SIS data warehouse, Minerva, uApply, and myProgress and Excel).

    Proven ability to analyze data and statistics for the purposes of reporting, quality improvement and identification of trends.

    Excellent computer skills and proficient with MS Office, spreadsheets, databases, presentation software (expert knowledge of Excel).

    Flexible and adaptable; able to work in ambiguous situations. Experience with staff supervision.

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