Student Records

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Hiring Faculty / Unit: School of Continuing Studies / Students Success and Enrolment  
Position Summary:

Under the direction of the Manager, SCS Enrolment Operations, incumbent plays a key role in ensuring the operational success of student records and accounts at the School of Continuing Studies (SCS). As a member of the Student Success and Enrolment Management (SSEM) team, the Student Records and Accounts Supervisor participates in developing operational strategies, apply best practices, and inter-unit communications to ensure student records are kept according to McGill standards.  The incumbent develops procedures and best practices on student records and invoicing related work. Directly supervise a large team of administrative and support employees. Provide coaching and training. Handle issues related to student information and records systems, graduation review, student accounts and partnership billing and invoicing.  

Primary Responsibilities:

Student Records and Graduation review: 

·       Review complex cases regarding student records, accounts and legal documents that have been escalated and liaise with Manager and/or other SSEM and SCS units as necessary.  

·       Produce and ensure knowledge base is up to date to ensure effective onboarding of new staff and to provide information to students and/or other SCS units.  

·       Ensure Registration information shared by Enrolment Services (ES) is up to date on website and information is shared across SCS and with students. 

·       Ensure documentation regarding graduation requirements for all SCS programs are updated and communicated to other units.  

·       Assist the Manager in tracking graduation-related tasks and goals and communicate the objectives with the administrative student affairs coordinator. 

·       Collaborate with various units within McGill University regarding convocation/completion ceremonies processes and dates. 

Student Accounts 

·       Collaborate with other units within SSEM and SCS regularly to ensure smooth and consistent application of student records and invoicing procedures and hand-off points in the student journey. 

·       Serve as the liaison between SCS, students, and the university's Student Accounts department to collect outstanding balance, including communicating with students. 

·       Oversee the year-end activities process related to accounts receivables, including handling journals and write-offs. 

·       Ensure proper functioning and accuracy of financial transactions within Moneris Solution and McGill Financial Services information systems. Liaison for troubleshooting system issues, chargebacks and credit card refunds. 

·       Process refunds and refund requests in student information systems. 

·       Reviews partnership contracts and make sure to communicate with staff and other units to enact on specific registration, admission and invoicing matters. 

Directly supervise a large team of administrative and support employees. Provide coaching and training. Meet regular with team, verify and delegate work. Approve vacation and absences. 

Other Qualifying Skills and/or Abilities

• Strong experience in postsecondary education admissions and student recruitment is an asset.

• Experience in providing guidance to an operational team, preferably in a postsecondary education environment.

• Proven analytical, planning, organizational, problem-solving, and decision-making skills.

• Ability to work with student information systems and survey software. Experience with Banner is an asset.

• Demonstrated ability to work in an MS Office environment.

• High level of professionalism, discretion, attention to detail, accuracy, and confidentiality required.

• Experience briefing senior management and delivering information precisely.

• Demonstrated ability to work flexibly and under pressure on multiple projects, prioritize, and meet strict deadlines with limited supervision.

• Excellent interpersonal and service-oriented abilities, including tolerance and compassion in stressful situations.

• Proven ability to work autonomously and as part of a team.

• Knowledge of French and English.

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:

Annual Salary:

Job Profile:

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Supervisor:

Position End Date (If applicable):

Deadline to Apply:

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,