Administrative Student Affairs Coordinator

Location: Montreal

## Administrative Student Affairs Coordinator Apply:
Sherbrooke 680:
Full time:
Posted Today:
End Date:
October 9, 2026 (8 days left to apply):
JR
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* Position Summary:

** Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files.

Edits documents for grammar and accuracy. Administers unit accounts.

** Major

Duties and Responsibilities:

*** Maintains agenda for the Associate Dean UGME, Assistant Dean UGME, and UGME Professionalism Advisor, which includes coordinating availabilities for many committee commitments and confidential meetings with a variety of stakeholders including students.
* Processes payments, expenses and travel advance requests for ADUGME and other academic leads.
* Ensures that the Associate Dean, Assistant Dean, or Professionalism Advisor has all relevant documentation in advance of meetings and events. Prior to meetings with students, prepares student files, which usually contain sensitive and confidential information, for review by the academic lead. Is responsible to gather student's academic data for review by the Associate Dean. Liaises with curriculum administrators for any outstanding information.
* Assists the FMHS nurse in following up with incoming students whose immunization status does not meet the immunization requirements prior to Orientation. Reports non-compliant students to the ADUGME. Also assists in following up with students if other vaccinations are required during the course of their studies. Tracks student progress throughout the years and liaises with the FMHS Nurse re. outstanding cases.
* Assists the secretary of the UGME Student Promotions Committee in booking meetings and ensuring quorum.
* Prepares student files for presentation to Student Promotions Committee – including student academic record, professionalism records, and disciplinary information as necessary.
* Acts as Minute Taker at Undergraduate Operations Committee and the MDCM Program Committee
* Upon request, provides assistance for a variety of UGME events such as orientation, graduation, White Coat Ceremony, etc.
* Provides information on a specific program or guidelines to callers and visitors. Ensures that critical calls and meeting requests are handled with discretion, tact, and urgency.
* Ensures the timely assessment of students in accordance with UGME policies and procedures in collaboration with Academics to meet CaCMS accreditation requirements.
* Ensure data in relevant systems and databases is maintained and up to date. Input data into systems as required.
* Perform regular audits of system information to ensure accuracy of student records and relevant databases.
* Oversee assessment activities and ensure accurate recording of grades. Collaborate with assessment team, curriculum delivery team, student affairs team, and systems team to ensure assessments are uploaded to correct platform. Coordinate entry and release of grades, failure notifications, and follow up of remedial and supplemental…