Job title: Admissions Officer
Company: McGill University
Job description: Please refer to the 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).
The Post Graduate Medical Education (PGME) office is responsible for the governance and oversight of postgraduate medical education for approximately 1700 residents, fellows and international medical graduates in over 70 distinct residency training programs and 250 fellowship programs. The PGME Office manages relationships with government ministries, accrediting bodies, international sponsors, and other Canadian Medical Schools, and collaborates with the team of academic program directors and clinical site directors who oversee the delivery of the programs in the 17 clinical departments where Residents and Fellows receive their training. More specifically, the PGME Office manages portfolios in Admissions, Education, and Trainee Lifecycle, including immigration and employee documentation and processes.
Provide guidance and advice to academic and administrative staff on Residency and Fellowship programs and admissions policies.
Manage escalated files.
Recruit staff, train and coach, evaluate and manage performance as needed.
Establish workloads, define, evaluate and improve process as needed. Manage activities to ensure goals are met with respect to quality and deadlines.
Manage admission process for all residency programs and 300 fellowship programs.
Ensure thorough and consistent academic review of all applications in a highly competitive process.
Advise on escalated questions.
Analyze complex applications and determine eligibility against an established criterion.
Assess and process international applications for fellowships. Approve applications and make recommendations to the Program Directors regarding resident eligibility to train in Québec, suitability to the program funding
Authorize and send offers of admission to International qualified applicants and to Canadian applicants, ensuring the agreements are honoured and ensuring those offers comply with the Post-Graduate Medical Education (PGME) rules and regulations, Collège des médecins (CMQ) regulations and Immigration regulations.
Compile and analyze application/admission statistics and historical trends and report any changes or significant patterns to the Program Manager and the Associate Dean.
3. Quality Assurance
Develop and deliver quality control mechanisms.
Monitor daily/weekly application volume to ensure backlogs are addressed and established deadlines are met; Resolve significant backlog issues, escalate when necessary.
Maintain up to date SOPs. Analyze business processes and recommend solutions or enhancements. Organize and communicate changes to policy or regulations that impact processes and ensure they are integrated into SOPs.
Analyse current workflow to ensure balance and efficiency, and make adjustments to ensure business needs are met.
Sign off on certain key deliverables that require a quality assurance review to ensure they are free from errors.
Represent PGME Admissions at internal and external meetings for residency and fellowship admissions and program advising issues. For example, serves as a member of the Admissions Strategic Enrollment Management Coordinating Committee with the Registrar’s office.
Attend monthly teleconferences hosted by CaRMS with the PGME Officers representing the 17 Canadian Medical Schools. Provide input as subject matter expert and McGill representative. Report on discussion and decisions with the team.
Liaise with internal and external partners including the McGill Registrar, McGill Teaching Hospitals, BCI, CMQ, CaRMS, RCPSC, CFPC.
Inform sponsoring agencies of new rules and regulations beginning of each academic year and/or each time we have a new contract.
Provide monthly reports for governing bodies, BCI and CMQ, on extensions of training, leaves, training cards (trainee licences) etc.
Organize workshops and orientation sessions for new program directors and new program admins.
5. Expertise and Compliance with BCI Decree and Compendium
Develop and maintain expert knowledge in the complex environment that impacts PGME admissions, including PGME policies, university (Registrar’s office) guidelines, Bureau Cooperative Interuniversitaire (BIC) Decrees/compendium, Ministry of Health, University regulations, international education rules, CaRMS and Collège des médecins policies and regulations. Act as Subject Matter Expert on PGME admissions for Program Directors and administrative teams across all AECs.
Advise program directors, program coordinators and fellowship directors on compliance with applicable policies and regulations.
Maintain expertise on government decrees and the compendium that govern PGME.
Raise unresolved issues with the Program Manager for resolution or review by the committee. Train staff as needed.
Contribute to the development of internal admissions policy and procedures and lead implementation process. For example, manage implementation of exchange program policies and procedures.
Establish administrative procedures and schedules to facilitate the smooth delivery of operations within policies and established timelines.
Other Qualifying Skills and/or Abilities
Demonstrated knowledge of processes, procedures and requirements related to admissions.
Demonstrated experience in providing guidance, leadership and professional expertise to the Faculty’s academic and administrative staff, as well as the Faculty’s senior management, on all admissions and advising issues.
Demonstrated ability to effectively manage a team, plan and delegate assignments, review work, supervise staff, and work successfully in a group setting;
Proven ability to lead and manage diverse projects
Excellent communication skills, including active listening, empathy, and the ability to convey complex information in a clear and concise manner
Superior analytical, problem solving skills, as well as excellent judgment. Must have the proven ability to navigate in a complex and fast-paced environment which operates under legal constraint
Be committed to providing outstanding customer service to prospective trainee and programs, with a focus on meeting their needs and addressing their concerns.
Be highly organized and detail-oriented, with a strong ability to manage multiple tasks and prioritize effectively in order to meet multiple deadlines.
Experience analyzing data related to admissions, enrollment, and retention in order to identify trends, opportunities, and areas for improvement.
Must be fluent in both languages, French and English. Must be able to communicate clearly and effectively in both languages, with a strong command of grammar and vocabulary.
Minimum Education and Experience: Bachelor’s Degree 3 Years Related Experience /
Annual Salary: (MPEX Grade 04) $62,550.00 – $78,190.00 – $93,830.00
Hours per Week: 33.75 (Full time)
Supervisor: Admissions Manager
Position End Date (If applicable):
Deadline to Apply: 2023-09-26
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, .
Expected salary: $62550 – 93830 per year
Location: Sherbrooke, QC
Job date: Fri, 15 Sep 2023 06:56:00 GMT
Apply for the job now!