Office Assistant C

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Hiring Unit:
Faculty of Dental Medicine and Oral Health Sciences
Position Summary:

• Provide accurate information on admissions requirements, deadlines, application procedures, supporting documentation, and other applicant-related matters.

• Respond to routine inquiries from students, applicants, and faculty members via email, telephone, and, when required, in person.

• Escalate complex, sensitive, or non-routine inquiries to the Admissions Officer or appropriate staff members.

• Review application files to ensure the completeness and accuracy of submitted documentation, including Academic Workbooks.

• Assist with the preparation, coordination, and distribution of routine admissions communications.

• Support the planning and administration of interviews, Multiple Mini Interviews (MMIs), and other admissions assessment activities.

• Assist with admissions processes, including applicant file reviews and evaluations.

• Compile admissions reports and statistical data, and maintain applicant databases.

• Provide administrative support and coverage during staff absences and vacation periods.

• Contribute to admissions-related special projects and process improvement initiatives as required.

• Provide support for Student Affairs activities and projects as needed.

• Liaise with applicants, faculty reviewers, and administrative units to facilitate the admissions process.

• Ensure compliance with university policies, admissions regulations, confidentiality requirements, and records-management practices.

• Identify and escalate discrepancies, missing documentation, or system issues affecting applicant files.

• Support admissions events, information sessions, orientation activities, and applicant outreach initiatives as required.

Education/Experience:

Minimum requirement:

High School Diploma with two years of relevant experience in the field of work
Other Qualifying Skills and/or Abilities

• Strong organizational and time-management skills, with the ability to prioritize competing deadlines in a high-volume environment.

• Excellent attention to detail and accuracy when reviewing applications, academic records, and supporting documentation.

• Strong analytical and problem-solving skills, with the ability to interpret information and apply established policies, procedures, and eligibility criteria.

• Excellent interpersonal and customer service skills, with the ability to communicate effectively and professionally with applicants, students, faculty, and staff.

• Strong written and verbal communication skills. Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information.

• Ability to work independently while contributing effectively as part of a collaborative team.

• Demonstrated ability to adapt to changing priorities and manage multiple tasks simultaneously.

• Strong data management skills and proficiency in maintaining accurate records and databases.

• Advanced proficiency in Microsoft Office applications, particularly Excel; experience with admissions databases and CRM systems (e.g., Slate) is an asset.

• Familiarity with university admissions processes, policies, and academic documentation is an asset.

• Basic proficiency in French.

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.
Knowledge of 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 # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

Hourly Salary:

Estimated Number of Work Hours per Week:

Position Start Date:

Position End Date:

Deadline to Apply:

This position is covered by the AMUSE collective agreement.

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].