- # Administrative CoordinatorApply: Brown Student Serv.: Full time: Posted Today: End Date: October 23, 2026 (13 days left to apply): JR0000082143Please refer to the

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.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).Scholarship and Student Aid OfficeMcGill’s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.Position Summary:Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.Major Duties and

Responsibilities:
ADMINISTRATION
* Administers the assignment and disbursement of McGill loans to students. Selects appropriate loan fund based on terms of donor fund/student criteria and assigns loan in BSA (Banner Student Aid) system.
* Monitors the McGill loan fund reconciliation process for 75 loan funds to ensure sufficient budgets, i.e., balance loans granted against loans repaid.
* Monitors student loan offers in BSA.



Develops and implements procedures to handle outstanding or declined loan offers. Contacts students on an individual basis in context of their situation.
* Disburses McGill student bursaries and other aid and awards i.e., all non-automated (non-routine) disbursements requiring intervention. Determines problem, resolves and performs adjustments. Ensures students have enrolled in Direct Bank Deposit in order to receive direct award payments.
* Cancels, revises and/or re-assigns student awards; modifies award payment dates and/or amounts of disbursement records. Follows up when student eligibility criteria not met.
* Investigates discrepancies and responds to escalated need-based award inquiries from students and staff.
* Monitors and reconciles various reports. Identifies and analyses discrepancies and corrects errors. Consults with team on problems, i.e., insufficient funds, unmet eligibility, disbursement reports.
* Conducts after-the-fact verifications to ensure continued student award eligibility, i.e., verifies student registration status, program of study, transcript and/or co-curricular record, etc.
* Coordinates the “emergency aid” process with SSAO Financial Aid Counsellors and Student Accounts Office staff, to ensure same day “money in hand” to students.
* Provides back-up assistance for processing of other student awards during peak periods.




* Prepares requests for the opening of recent finance funds for Bursaries and Loans once donor established awards are approved by CESA (Committee on Enrolment and Student Aid).
* Arranges for deposit of gifts and donations (cheques) with University Advancement (UA) Gift Records Office/Financial Services.
* Provides support to Supervisor for UA activities, i.e., prepares reports of student recipients, helps respond to requests linked to donor/student appreciation receptions and other events; selects and contacts suitable candidates.
* In support of UA activities, participates in the donor gift acknowledgement program. Drafts, verifies, and distributes thank you cards and letters.
COMMUNICATIONS
* Maintains unit’s websites. Collaborates with all subject-matter experts to ensure common voice for intended audience, i.e., is content editor and publisher.
* Performs systems functionality and content reviews upon installation of software upgrades to website.
* Researches, composes, formats and edits Unit communications and student communication channels. Prepares brief texts in French and/or translates brief texts from English into French.
* Provides support for the development of communication plans and projects. Acts as key coordinator for implementation of website revamp; X Account; Instagram, Facebook, etc.
* Updates promotional materials, i.e., TV monitor announcements; e-bulletins; pamphlets, fact-sheets, newsletters, etc. Ensures consistency with web content.
* Prepares and composes regular social media communications for student audience.
* Maintains master communications schedule and messaging of recurring student alerts.
* Participates in Web Communication Group activities, i.e., web labs; workshops; focus groups; re-tooling of site architecture, so

📌 Administrative Coordinator (Canada)
🏢 McGill Faculty of Medicine and Health Sciences
📍 Canada