Job Description

Student Affairs Officer Location Montréal, QC : 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). In collaboration with the Associate Director Operations for Post Graduate Medical education, and other members of the management team, establish the strategic direction of the Records Team for the Postgraduate Medical Education unit. Oversee the management of the Records Team including registration, immigration, and credentialing. Act as the liaison with various McGill units and external agencies in regards to student affairs. Primary Responsibilities:

• Manage the operations related to the Student Affairs, including student record, immigration issues, residents and fellow's files.
• Act as the liaison between the following agencies in regards to student affairs: Direction des assurances du réseau de la santé etd es services sociaux (DARSSS), Health Canada, Bureau de Coopération Interuniversitaire (BCI), Collège des Médecins du Québec (CMQ), Royal College of Physicians and Surgeons of Canada (RCPSC), College of family Physicians of Canada (CFPC) and Fédération des médecins résidents du Québec (FMRQ), and between the Faculty of Medecine, the trainee, the residency/fellowship programs, the Immigration Lawyer, Enrollment Services, McGill Legal Department, with regards to all aspects of the immigration process for international trainees.
• Ensure training materials are available for PD Bootcamp and PA Information Series/Orientation. Present orientation sessions for trainees and programs or ensures a delegate.
• Oversee the PGME immigration reports for work permit renewals. Compile and update the immigration procedure manual. Provide guidance to trainees to ensure that they hold a valid work permit during their entire training. Must have a P-Card for immigration purposes.
• Directly supervise staff. Provide training and support. Deals with staffing issues. Participate in hiring and performance reviews. Approve vacation and other absences. Follow-up on problematic cases and recommend solutions. Ensure deadlines are met and followed. Meet with staff to discuss student records problems and set priorities. Act as a backup person for all the Student Registration team, the Data Processing and Immigration Administrator.
• Review, update to improve processes for the unit. Create new sites for the database. Create rotation calendar in the system.
• Prepare yearly projection reports and ensure Residency coordinators follow up on monthly updates with programs.
• Oversee the yearly PGME Registration process. Propose changes and make recommendations.
• Collaborate with MedIT and recommend modifications regarding the system. Determine Banner report needs, analyze them and give instructions to the Student Records team.
• Update the PGME website for all student records, immigration, credentialing and visiting elective part.
• Approve and verifies forms, letters to external agencies. Verify, review and approve forms/requests in order to ensure compliance when sending to external bodies such as CMQ, RCPSC, CFPC, Health Canada, BCI, Medical Council of Canada (MCC), FMRQ, DARSSS and Citizenship and Immigration Canada (CIC), and letters of support of good standing for trainees.
• Provide guidance to Academics, external agencies and others.
• Provide support and information to the Assistant Dean regarding Student Affairs.
• Assist and advise trainees, Program Directors and Program Coordinators regarding PGME policies and interpretation of the Residents' collective agreement or the RCPSC rules.
• Oversee verification of training requests (Credentialing) for the PGME office. Act as back up when required.
• Manage CIP, attend and organise meetings, update documents as required. Give recommendations for improvement.
• Provide support to the Assistant Dean Admissions
• Manage and process all requests for Accredited Sites. Streamline processes. Give recommendations for improvement.
• Oversee SOPs and training manuals are up to date.
• Primary user for IRCC portal, provide staff appropriate access.
• Oversees the Pre-Evaluation Assessment Period process for International Medicine Graduates who have conditional acceptance to a residency program. Make recommendations to the process.
Other Qualifying Skills and/or Abilities Experience and knowledge of postgraduate medical education at McGill is preferred. Client-focused, with a high level of tact, diplomacy, and professionalism. Demonstrated ability to build appropriate rapport, constructive and effective relationships with all levels of staff, students, hospitals, agencies, government and the public. Must have strong organizational, priority-setting, problem-solving, research, listening, and verbal and written communication skills as well as strong leadership abilities. Proven ability to work autonomously and as part of a team. Sound judgment and an ability to perform well under pressure and to meet strict deadlines. Demonstrated ability to take initiative. Proven ability to supervise staff. Ability to track, analyze, and synthesize a high volume of information and to handle multiple projects and meet strict deadlines. Demonstrated knowledge and understanding of McGill University and its Faculty of Medicine, the McGill teaching hospitals, and the accreditation process an asset. Demonstrated ability to work in a PC environment using databases (Oracle, Banner, Minerva), spreadsheets, web applications, MS Office Suite (Word, Excel, PowerPoint, Outlook), and web applications. Knowledge of French and 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 on a scale of 0-4. Minimum Education and Experience: Bachelor's Degree 3 Years Related Experience / Annual Salary: (MPEX Grade 04) $63,810.00 - $79,760.00 - $95,710.00 Job Profile: MPEX-SAF2D - Student Affairs - Professional 2 Hours per Week: 33.75 (Full time) Supervisor: Associate Director Operations Position End Date (If applicable): Deadline to Apply: 2024-07-16 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 .

Job Tags

Full time, Contract work, Traineeship, Work at office,

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