Administrative Student Affairs Coordinator

About the role

Under the direction of an immediate supervisor, the Administrative Student Affairs Coordinator provides comprehensive administrative and secretarial support for the Undergraduate Medical Education (UGME) unit. The role ensures smooth operation of student affairs, manages documentation, and serves as a resource on policies and procedures.

Key responsibilities

• Maintain agendas for senior UGME staff, coordinate committee meetings, and prepare confidential student files for review.
• Process payments, expenses, travel advances, and manage unit accounts.
• Assist with immunization compliance, track student progress, and liaise with the FMHS nurse.
• Support the Student Promotions Committee and Undergraduate Operations Committee, including minute‑taking and quorum management.
• Enter and audit student grades and assessment data in Banner and other systems, ensuring accuracy for accreditation requirements.
• Prepare documentation for residency applications, MSPR, credentialing, and degree verification.
• Handle student accommodations, professionalism concerns, leaves of absence, and transcript requests.
• Contribute to continuous‑quality‑improvement projects and represent the Student Records team at governance meetings.

Required profile

• Strong relationship‑building skills with stakeholders at all levels.
• Ability to work autonomously and as part of a team.
• Fluent in English and French, both spoken and written.
• Excellent initiative, problem‑solving, organization, and multi‑tasking abilities.
• Customer‑focused, service‑oriented, and able to handle confidential information with discretion.

Required skills

• Banner student information system

What we offer

• Competitive benefits package (health, dental, life insurance)
• Defined‑contribution pension plan with up to 10% employer contribution
• Group RRSP and TFSA
• Generous vacation policy, personal days, floating holidays, and “Summer Fridays”
• Tuition waiver for employees and dependents
• Up to two days of remote work per week where permitted