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Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). Position Summary: Under the supervision of the Student Affairs Supervisor, the Administrative Student Affairs Coordinator provides comprehensive administrative and operational support for postgraduate medical education (PGME) programs across all specialties, ensuring the effective coordination of trainee records from admission through to program completion. Responsibilities include: Acts as a key point of contact for residents, fellows, Program Directors, and administrative staff, responding to inquiries related to policies, procedures, training requirements, and deadlines. Liaises with internal units and external organizations (e.g., CMQ, Royal College, CFPC, hospitals) to facilitate information exchange and ensure compliance with regulatory requirements. Coordinates admissions, onboarding, registration, and hiring processes, including CaRMS matches, application processing, and trainee file management across multiple systems (e.g., Slate, Banner, Hyfen). Maintains accurate trainee records, tracks electives and inter-university rotations, and ensures all required documentation (e.g., permits, funding, evaluations, licensing forms) is complete and up to date. Follows administrative processes related to rotations (including non-accredited and out-of-province), leaves of absence, funding, and certification. Monitors trainee progress by tracking evaluations and program requirements, and prepares certificates and official documentation such as letters of standing and visa support letters. Supports regulatory and academic processes by coordinating forms and submissions to governing bodies, including the Royal College and CMQ, and administering specialized programs such as the Clinician Investigator Program (CIP). Maintains tracking systems, prepares reports and correspondence, updates program materials and websites, and ensures data integrity across platforms. Provides guidance to program coordinators and supports meetings, training sessions, and PGME events, contributing to the overall efficiency and quality of program operations. 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: Excellent organizational and time management skills, with the ability to manage multiple priorities and meet strict deadlines Strong attention to detail and accuracy in data entry, record keeping, and document verification Ability to interpret and apply policies, procedures, and regulations in a complex academic environment Strong communication and interpersonal skills, with the ability to interact effectively with trainees, faculty, and external stakeholders and PGME staff. Proven ability to work within a team Sound judgment with the ability to escalate complex issues appropriately ensure level of discretion and professionalism when handling confidential and sensitive information Proficiency with administrative and data management systems (e.g., Banner, Slate, Hyfen, One45) and Microsoft Office Suite Ability to adapt to changing processes, systems, and priorities in a fast-paced environment Experience coordinating with multiple stakeholders and maintaining effective working relationships Bilingualism (French and English), both spoken and written, is a requirement Testing may be administered Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies Hourly Salary: (MUNACA Level G) $31.19 - $38.65 Hours per Week: 33.75 (Full time) Supervisor: Student Affairs Supervisor Position End Date (If applicable): Deadline to Apply: 2026-11-11 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]. Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. 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Mcgill
Sherbrooke 680, Canada
Administrative Student Affairs Coordinator.
CONTRACT$31–38/HR