Program Administrator

This is not a job posting, it was created to allow a particular person(s) to enter their personal information and be appointed to a position at McGill University. If you have not been sent this URL directly by a university administrator/recruiter please do not apply. Position Summary: Reporting to the Director of Administration, the Program Administrator manages the curriculum processes, from form collection through final approval, coordinates Faculty revisions to the Course Catalogue, administers scholarships and awards, provides advising support for retiring programs (Legacy Faculty Programs), and provides administrative and research support to the Associate Dean (Academic) for Faculty initiatives, including program revisions and new offerings. Supervise one staff member. Primary Responsibilities: Oversee the lifecycle of curriculum-related documentation: collect and process forms from Minerva and email submissions, ensure accuracy and completeness through thorough review and follow‑up with academic units. Maintain the curriculum progress tracking spreadsheet, provide timely status updates and guidance to stakeholders, develop clear training materials and instructions for departmental units on required forms and deadlines. Oversee the coordination of graduate curriculum approvals. Administer communication and submissions to GPS, prepare and deliver program and course reports, ensure program approvals are secured before routing related course forms to SCTP/APC. Align meeting timelines so interconnected items advance together and follow up with SCTP/APC to ensure timely processing throughout the approval cycle. Act as resource person for Faculty of Arts Course Catalogue revisions. Attend relevant meetings, share updates with units and committees. Oversee the Course Catalogue (formerly E-Calendar) revision process for the Faculty of Arts. Review unit submissions (ensure content quality, regulatory compliance, accuracy) and request revisions as needed. Review draft versions issued by the Catalogue team and confirm final alignment with SCTP/APC approvals before publication. Oversee the administration of Faculty of Arts awards and scholarships; retrieve and distribute endowment income reports, maintain current award records, coordinate departmental nominations, verify student eligibility, facilitate Subcommittee meetings and decision making, prepare final award reports for University Advancement. Administer all aspects of scholarship training, communication, and policy administration for the Faculty of Arts, including delivering annual training to CSA members, ensuring accurate and up to date scholarship policies and CESA documentation, coordinating with SSAO and University Advancement on updates or issues, responding to departmental inquiries, and maintaining regular information flow and documentation for internal stakeholders and committees. Provide administrative and research support to the Associate Dean (Academic) for Faculty initiatives, including program revisions and new offerings, as needed. Other Qualifying Skills and/or Abilities Must be able to demonstrate a high level of initiative, attention to detail, independence, and critical thinking skills in solving problems. Possesses strong organizational and time management skills. Excellent communication and interpersonal skills with the ability to work in a collaborative team environment and interact positively an effectively with internal and external stakeholders. Knowledge of University policies and procedures is an asset. Experience with administering funds. Experience editing website content. Proficiency with Microsoft suite, database design/management (Microsoft Access, Crystal Reports), spreadsheets, electronic correspondence, Web, and online communications tools. Knowledge of the university student information systems (Banner SIS and Minerva) is an asset. English and French spoken and written. 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 on a scale of 0-4 . For a definition of our language proficiency levels, please click here . McGill University is committed to equity and diversity within its community and values academic rigour and excellence. We welcome and encourage 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 engage productively with diverse communities. At McGill, research that reflects diverse intellectual traditions, methodologies, and modes of dissemination and translation is valued and encouraged. Candidates are invited to demonstrate their research impact both within and across academic disciplines and in other sectors, such as government, communities, or industry. McGill further recognizes and fairly considers the impact of leaves (e.g., family care or health-related) that may contribute to career interruptions or slowdowns. Candidates are encouraged to signal any leave that affected productivity, or that may have had an effect on their career path. This information will be considered to ensure the equitable assessment of the candidate’s record. McGill implements an employment equity program and encourages members of designated equity groups to self-identify. It further seeks to ensure the equitable treatment and full inclusion of persons with disabilities by striving for the implementation of universal design principles transversally, across all facets of the University community, and through accommodation policies and procedures . Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] . All qualified applicants are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadians and permanent residents will be given priority.