About

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). Position Summary: Reporting to the Assistant Registrar, Academic Records, the Records Administrator supports students, postdocs, applicants, research trainees, alumni, and administrators by providing outstanding records services with respect to admissions; registration; student records (grades, academic standing, graduation, etc.); final exams; multiple PIDM management; Permanent Code; inter-university transfers; transfer credits and course equivalencies; electronic document management, and services related to Convocation. Resolve student records issues. Tasks and Responsibilities: Ensures that processes regarding the following areas are reviewed and worked on as per the required deadlines: graduate and postdoctoral records; research trainees; admissions; registration; final exams; student records and transcripts; multiple PIDM management; Permanent Code; inter-university transfers; transfer credits and course equivalencies; electronic document management, and Convocation. Answers questions, resolves problems, reviews validation/error reports and progression, and addresses concerns related to records services. Prepares summary and overview of complex cases for review by associate deans/dean of faculty. Follows through on issues until resolved, providing necessary correspondence and contact with students, faculty, staff, departments or third parties. Contacts graduate program coordinators/directors, student advisors, faculties, or other university departments to clarify situations, as necessary. Reviews files and renders decisions related to Postdocs and Research Trainees in consultation with McGill units/departments and consistent with provincial and federal regulatory requirements. Ensures that students and graduate program coordinators/directors are informed of and up-to-date on all university or faculty policies, procedures, and practices related to Student Records management. Other Qualifying Skills and/or Abilities: Excellent attention to detail to ensure integrity of information and a high level of organization. Customer focused and service oriented, assisting all clients with tact and diplomacy. Excellent communication skills, with the ability to communicate with a variety of clients replying to inquiries accurately and congenially. Proven ability to work autonomously and as a member of a team. Highly organized with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven discretion in dealing with confidential information. Ability to analyze and interpret data and make independent decisions. Knowledge and understanding of the Student Information System (Banner) and Microsoft Office. Bilingual, English and French. Knowledge of additional languages 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 #3 on a scale of 0-4. For a definition of our language proficiency levels, please click here. Minimum Education and Experience: DEC III 3 Years Related Experience with DEC III / Hourly Salary: (MUNACA Level H) $33.05 - $40.97 Hours per Week: 33.75 (Full time) Supervisor: Assistant Registrar, Academic Records Position End Date (If applicable): Deadline to Apply: 2025-11-30 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, accessibilityrequest.hr@mcgill.ca. Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.