Administrative Coordinator
McGill University · Brown Student Serv. ·
- Employment
- Full time
- Category
- Administration
- Experience
- 4+ years
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Scholarship and Student Aid Office
McGill’s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.
Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.
Major Duties and Responsibilities:
ADMINISTRATION
- Administers the assignment and disbursement of McGill loans to students. Selects appropriate loan fund based on terms of donor fund/student criteria and assigns loan in BSA (Banner Student Aid) system.
- Monitors the McGill loan fund reconciliation process for 75 loan funds to ensure sufficient budgets, i.e., balance loans granted against loans repaid.
- Monitors student loan offers in BSA. Develops and implements procedures to handle outstanding or declined loan offers. Contacts students on an individual basis in context of their situation.
- Disburses McGill student bursaries and other aid and awards i.e., all non-automated (non-routine) disbursements requiring intervention. Determines problem, resolves and performs adjustments. Ensures students have enrolled in Direct Bank Deposit in order to receive direct award payments.
- Cancels, revises and/or re-assigns student awards; modifies award payment dates and/or amounts of disbursement records. Follows up when student eligibility criteria not met.
- Investigates discrepancies and responds to escalated need-based award inquiries from students and staff.
- Monitors and reconciles various reports. Identifies and analyses discrepancies and corrects errors. Consults with team on problems, i.e., insufficient funds, unmet eligibility, disbursement reports.
- Conducts after-the-fact verifications to ensure continued student award eligibility, i.e., verifies student registration status, program of study, transcript and/or co-curricular record, etc.
- Coordinates the “emergency aid” process with SSAO Financial Aid Counsellors and Student Accounts Office staff, to ensure same day “money in hand” to students.
- Provides back-up assistance for processing of other student awards during peak periods.
- Prepares requests for the opening of new finance funds for Bursaries and Loans once donor established awards are approved by CESA (Committee on Enrolment and Student Aid).
- Arranges for deposit of gifts and donations (cheques) with University Advancement (UA) Gift Records Office/Financial Services.
- Provides support to Supervisor for UA activities, i.e., prepares reports of student recipients, helps respond to requests linked to donor/student appreciation receptions and other events; selects and contacts suitable candidates.
- In support of UA activities, participates in the donor gift acknowledgement program. Drafts, verifies, and distributes thank you cards and letters.
COMMUNICATIONS
- Maintains unit’s websites. Collaborates with all subject-matter experts to ensure common voice for intended audience, i.e., is content editor and publisher.
- Performs systems functionality and content reviews upon installation of software upgrades to website.
- Researches, composes, formats and edits Unit communications and student communication channels. Prepares brief texts in French and/or translates brief texts from English into French.
- Provides support for the development of communication plans and projects. Acts as key coordinator for implementation of website revamp; X Account; Instagram, Facebook, etc.
- Updates promotional materials, i.e., TV monitor announcements; e-bulletins; pamphlets, fact-sheets, newsletters, etc. Ensures consistency with web content.
- Prepares and composes regular social media communications for student audience.
- Maintains master communications schedule and messaging of recurring student alerts.
- Participates in Web Communication Group activities, i.e., web labs; workshops; focus groups; re-tooling of site architecture, software upgrades, etc.
- Represents unit on Student Services Communication Committee.
- Prepares material for outreach initiatives, workshops and other events, i.e., extracts reports from Student Funding database; manipulates data; prepares and executes individual or mass emails to students.
- Participates in student orientation, other events and tabling, i.e., Discover McGill, Well Week, McGill24, etc.
- Unit point of contact for updates to student co-curricular record (e.g. successful workshop completion, advisory board membership, etc.).
OTHER
- Documents procedures under own jurisdiction by writing, editing and submitting “how to” articles for Knowledge Base which is largely for BSA processes. This includes, but is not limited to, documenting procedures for assigning loans, disbursing awards, rescinding awards, and modifying awards.
- Produces and maintains procedure manual for award disbursement processes.
- Provides support for SSAO Advisory Committee. Maintains membership list. Organizes and attends meetings. Takes minutes and follows up on decisions within area of responsibility. Drafts annual report of unit initiatives/goals/activities.
- Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information and/or formulate recommendations for process improvement.
- Assist the SSAO front-line team, as needed.
- Works on special projects, as required.
Other Qualifying Skills and/or Abilities:
- Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
- Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
- Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting in both official languages.
- Must be accurate and possess superior attention to detail.
- Demonstrated ability to provide support for various administrative activities.
- Proven ability to work autonomously and as a member of a team.
- Demonstrated ability to take initiative and problem-solve.
- Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
- Proven discretion in dealing with confidential information.
- Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Advanced Excel, PowerPoint, Outlook, Banner (BSA, SIS) (asset) and Minerva (asset).
- Must possess website management skills (McGill Web Management System) to maintain, edit and create pages for unit’s dynamic website.
- Ability to draft, post content, and create events on social media sites.
- English and French, spoken and written
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-Fluent on a scale of 0-4.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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].