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Position Summary:
Under the direction of the Exam Systems and Scheduling Manager, and in collaboration with the SAA administrative team, provides coordinated front-line administrative, client service, and exam support functions within the Exam Centre. Supports the delivery of accommodated examinations and shared operational services across SAA locations. Ensures efficient records management, exam coordination, and compliance with policies, procedures, and exam security standards. Acts as a resource to students, faculty, and staff, resolving issues and supporting smooth unit operations.
Major Duties and Responsibilities:
- Responds to inquiries, screens calls, assesses needs, and directs students to appropriate resources.
- Maintains appointment schedules and prioritizes urgent student requests.
- Prepares and manages documentation, files, and correspondence ensuring accuracy and completeness.
- Maintains and updates student records and electronic filing systems.
- Provides clerical and administrative support including report preparation and data entry.
- Resolves client service issues and escalates complex matters as required.
- Liaises with internal and external stakeholders regarding accommodations, exam delivery, and logistics.
- Coordinates exam logistics including receipt, verification, secure handling, and delivery of exams.
- Supports shared service delivery and provides backup administrative coverage across SAA operations.
- Maintains office operations and inventories including supplies, equipment servicing, and facilities coordination.
- Ensures proper record retention, backups, and organization of unit documentation.
- Ensures appropriate backups and contingency copies of important documents, and records are maintained and organized.
Supplemental Duties and Responsibilities:
- Supports coordination of accommodated exams including scheduling, room booking, and logistics.
- Maintains exam databases and ensures accuracy of scheduling and accommodation data.
- Ensures exam materials meet accessibility requirements and coordinates alternate formats.
- Coordinates confidential printing, storage, and secure handling of exam materials.
- Oversees timely return and tracking of exam materials to faculty.
- Implements and enforces exam security protocols.
- Provides monitoring and guidance to casual staff and invigilators.
- Acts as resource person during extended exam hours.
- Prepares communications, reports, and web-based content.
- Provides technical and assistive technology support and setup for exam delivery.
- Coordinates exam-related document formatting and conversions.
- Participates in cross-training and provides backup to other roles, including Service Representatives.
- Performs related duties as required
Other Qualifying Skills and/or Abilities:
- DEP (Secretarial/Office Systems) or equivalent.
- Four (4) years of related experience.
- Demonstrated client service excellence with the ability to interact professionally and empathetically with diverse student populations.
- Excellent organizational and time management skills with the ability to prioritize competing demands.
- Strong attention to detail and accuracy, particularly in records management and documentation.
- Sound judgment and problem-solving skills in complex or sensitive situations.
- Ability to interpret and apply policies and procedures consistently.
- Strong interpersonal and communication skills, both written and verbal.
- Ability to work independently as well as collaboratively within a team environment.
- Proficiency in office software and database systems; ability to learn specialized systems quickly.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Adaptability and flexibility in a high-volume, deadline-driven environment.
- Knowledge of accessibility principles and commitment to inclusive service delivery.
- Ability to coordinate multiple processes and logistics simultaneously.
- 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. For a definition of our language proficiency levels, please click here.
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.
Expected Start Date: As soon as possible
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].
Skills Required
- DEP in Secretarial Studies, Office Systems, or equivalent
- Four years of related experience
- Professional and empathetic client service skills with diverse student populations
- Excellent organizational and time management skills
- Strong attention to detail and accuracy in records management and documentation
- Sound judgment and problem-solving skills in complex or sensitive situations
- Ability to interpret and apply policies and procedures consistently
- Strong written and verbal interpersonal communication skills
- Ability to work independently and collaboratively
- Proficiency in office software and database systems, with ability to learn specialized systems
- Ability to maintain confidentiality and handle sensitive information discreetly
- Adaptability and flexibility in a high-volume, deadline-driven environment
- Knowledge of accessibility principles and commitment to inclusive service delivery
- Ability to coordinate multiple processes and logistics simultaneously
- Knowledge of French and English, including fluent English communication
- Authorization to work in Canada and willingness to work in Quebec
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
