Under the supervision of the Administrative Manager, the Administrative and Student Affairs Coordinator provides administrative and secretarial support for administrative and student affairs activities for the units covered by ASC 5 (School of Information Studies, School of Religious Studies, Institute of Islamic Studies). Acts as main contact for student inquiries Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation.

Major Duties and Responsibilities:

• Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
• Receives and provides detailed information and explanations to students. Controls enrolment in courses. Participates in the organization of admissions and registration. Prepares, examines and verifies admissions and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration, and residency and internship program.
• Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
• Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.
• Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Prepares for and attends evaluation meetings and follows up as required.
• Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
• Coordinates application process for awards, scholarships, and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admission process.
• Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
• Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
• Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.

Other Qualifying Skills and/or Abilities:

Demonstrated organizational skills and ability to multi-task. Demonstrated ability to work independently and as part of a team. Demonstrated ability to prioritize and meet deadlines. Proven experience with and knowledge of student affairs activities. Experience in event planning. Demonstrated ability to listen and assist students as required. Experience with timetabling and room bookings. Demonstrated ability to clearly transmit and receive information and to draft minutes, brochures, publicity, and reports. Attention to detail. Demonstrated ability to work in a PC environment using word-processing software, databases, spreadsheets, Minerva/Banner, Drupal, web editing, social media, and other related programs and platforms. English, spoken and written. French, spoken and read.

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