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Faculty of Science
Department of Chemistry
Position Summary: Under the direction of the Administrative Officer, the Student Advising Supervisor is responsible for the administration and delivery of student affairs services for undergraduate and graduate students in the Department of Chemistry. The incumbent provides guidance and support to students, supervises support staff, collaborates with faculty and University partners, and ensures the effective administration of departmental academic and student affairs activities.
Learn more about the Department of Chemistry.
Primary Responsibilities:
- Responsible for the planning and implementation of student affairs activities for the Department of Chemistry. Provides training and orientation to new graduate students. Supervises initiatives for undergraduate and graduate timetable planning for the department.
- Supervises support staff. Plan, schedule and delegate the work of staff in accordance with the department’s goals and objectives and monitors performance. Administers attendance/absence of staff under supervision and acts as a backup to the administrative officer for all other non-academic staff.
- Participates in committees related to student affairs and acts as liaison with Graduate Program Studies office (GPS), Enrolment Services (ES), Faculty of Science, and the Scholarship and Student Aid Office (SSAO).
- Oversees and resolves complex cases related to student affairs activities including transfer and exemptions credit, thesis submissions, PhD Defenses, Comprehensive Examinations, grades, failures, degree audits, convocation activities, and program requirements. Works closely with the Graduate Program Director (GPD) and Undergraduate Program Director (UPD).
- Designs and implements recruitment and orientation programs for new graduate students. Administers department’s participation in university recruitment and information events.
- Determines admission eligibility of applicants from diverse backgrounds; compiles applications; participates in evaluation of applications; performs CGPA calculations; prepares offers of admission, or refusal letters; ensures that all admission conditions are fulfilled.
- Hires Teaching Assistants (TA) and assigns them to undergraduate labs and courses according to guidelines established by AGSEM’s collective agreement and undergraduate enrollment. Processes TA appointments in Workday. Responsible for submission of teaching assistant workload forms and performance evaluation forms and ensures their completion in accordance with the collective agreement.
- Ensures that program requirements are completed and makes recommendations for graduation degrees to be conferred by specific deadlines.
- Funding/Fellowships: Ensures that all students are receiving their guaranteed stipend; Oversees problems or more difficult cases related to financial support and fellowships. Provides guidance to students with fellowship applications, as well as departmental awards; processes scholarship and other award applications for all graduate students as well as some undergraduate students and postdocs. Oversees allocation of GPS and Faculty financial support.
- Consults with graduate students about coursework and courses and deadlines for thesis. Advises students of alternate possibilities for the completion of their programs/degrees. Assists students by referring them to appropriate areas of the university (e.g. Mental health and wellbeing service or medical doctor, student aid, etc.).
- Represents department in university committees related to graduate studies (admissions, recruiting, scholarship).
- Develops and maintains accurate reports for the department on student affairs (e.g. course registration, admissions statistics, program registration, budgets, etc.). Acts on requests for information and produces reports for GPD, UPD, Chair, AO and FST.
- Acts as a back-up to the Administrative Officer.
- Undertake special projects as assigned.
Note: The incumbent may work evenings and weekends for open house and other events.
Your Key Strengths:
- Bilingual; excellent verbal and written communication skills, in both English and French.
- Experienced in university environment in student affairs is preferred. Supervisory experience is preferred.
- Demonstrated ability to establish and maintain effective working relationships with students, faculty, and staff.
- Strong leadership abilities, with the capacity to motivate, guide, and support staff while fostering a collaborative, student‑centered work environment.
- Ability to communicate complex academic information clearly and empathetically to a diverse student population.
- Strong judgment and problem‑solving skills; able to assess complex student cases and provide informed guidance.
- Highly organized, with the ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure.
- Discretion and professionalism, with the ability to handle sensitive or confidential information appropriately.
- Service‑oriented mindset, committed to supporting students’ academic and personal success.
- Initiative and adaptability, able to work independently and proactively improve advising processes.
- Proficient using MS Office Suite (Word, PowerPoint, Outlook and Excel). Knowledge of Minerva, Banner and Workday is an asset.
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.
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 #4 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Bachelor's Degree 1 Year Related Experience with Bachelor’s Degree / DEC III 3 Years Related Experience with DEC III
Annual Salary:
(MPEX Grade 03) $63,350.00 - $74,530.00 - $85,710.00
Job Profile:
MPEX-SAF1D - Student Affairs - Professional 1 (Excluded)
Hours per Week:
33.75 (Full time)
Supervisor:
Administrative Officer
Position End Date (If applicable):
Deadline to Apply:
2026-11-25
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].
