Experience Record and Career Resources Specialist

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Career Planning Service

The Career Planning Service (CaPS) supports McGill students and recent alumni in the exploration of their career options. This includes not only internships but also permanent, part-time, and summer job searches. CaPS also help students develop lifelong career management skills by providing workshops, individual advising, a comprehensive job posting service, and an extensive Career Resource Centre.

Position Summary:

The Experience Record and Career Resources Specialist, holds the responsibility of mapping, coordinating and managing the McGill Experience Record, CaPS / careers websites, and curating and developing electronic career resources and labour market information. This encompasses the organization of the co-curricular experiences inventory and acting as the primary point of contact for students, alumni, faculty, and staff. The incumbent delivers essential training and technical support, actively engaging with stakeholders to convey information about the platform, elucidate and map processes, and to document and uphold criteria for validating experiential opportunities within the McGill Experience Record. They will be responsible for developing, maintaining and optimizing the functionality of multiple CaPS websites to improve user experience and ensure information is accurate and relevant. 

Major Responsibilities:

Accountabilities

McGill Experience Record Management (Currently Co-Curricular Record)

• Acts as the main point of contact for the McGill Experience Record and related inquiries from students, alumni, staff, faculty and community members at all campuses. 
• Upon request, prepares official records.
• Ensures the integrity of Experience Record / Co-Curricular Record on behalf of the institution.
• Maintains inventory of experiential learning opportunities (excluding jobs), which involves monitoring, data entry, consultations with relevant stakeholders, and quality control.
• Ensures experiential, co-curricular activities and volunteer experiences are validated for student participation and inclusion on the Experience Record; follows up with supervisors and program managers throughout the campus and externally, as required
• Serves as a subject-matter expert in myFuture and business processes related to Experience Record and Co-Curricular Record management.
• Answers inquiries regarding technical difficulties or issues related to the presentation of experiences on the Experience Record. 
• Co-develop and implement business processes for tracking co-curricular and experiential programs on the new myFuture (Orbis) platform.
• Coordinates the Experiential Record advisory group with the Chair, including generating agenda items, presenting information, and advising on processes. 
• Responsible for developing the protocol by which opportunities obtain recognition. Validates which experiences and programmes obtain recognition on the experience record. 
• Responsible for the relevant email resource accounts (e.g., Experience Record) email account and oversee their administrative functions.

Consultation & Training

• Consult with Faculty & Staff to determine and articulate the learning outcomes associated with each unique experiential learning opportunity, including non-credit experiential certificates.
• Determine eligibility for opportunities to be recognized on the Experience Record.
• Delivers presentations and training modules to educate the McGill community on what the Experience Record is and how faculty/staff/students/alumni can leverage its use.
• Develops and maintains training materials specific to the Experience Record, procedure manuals, knowledgebase, presentations, and quick reference guides, ensuring documentation is tailored to the appropriate audience. 

Data and Information Management

• Develops, maintains and updates knowledge bases and other training guides and documentation, ensuring that information is accurate, comprehensive, and readily accessible to users. 
• Responsible for e-Archiving Records.  Develops the framework and associate process for e-Archives, ensuring that we are remaining compliant based on current rules and regulations (i.e., this framework should address these fundamental questions:  how many years, how do we ensure access, where do we host). 
• Develops career resource presentations and guides from various data and assessment projects (e.g. Destination Survey, Micro-Exp, Experience Record, LMI).
• Updates and maintains various usage statistics to support assessment and evaluation needs.
• Manages the database of recognized co-curricular activities and ensure descriptions are current and meet definitions for recognition.
• Compiles year-end data and reports regarding student Experience Record participation and competency outcomes.
• Manages current online platforms and tools for student and staff use, including access and support as needed (e.g. Interview Prep, Bridge, PowerAutomate, MentorshipNetwork).
• Oversees and updates content on the various CaPS-managed websites to enhance user experience and maintain up-to-date information.
• Maintains an active knowledge of electronic and print career and job search sources in English and French; identifies reference sources to support information and specialized services provided by CaPS.

Other Qualifying Skills and/or Abilities

• Bachelor’s Degree/ 3 years of related experience or a Master’s in Information Studies (MLIS) or equivalent (an asset)
• Knowledge of student development, career development or experiential learning theory
• Website management experience, including information architecture and user-centred design
• Excellent communication and interpersonal skills, including customer service, presentation/public speaking, and business/technical writing
• Must have outstanding attention-to-detail skills
• Proficient in computer skills, including Microsoft Office (Power Automate, Word, Excel, PowerPoint, Teams, Sharepoint), WMS, Confluence and other relevant software applications
• Experience with information and database management, an asset
• Knowledge of Orbis Communications’ Outcome software (co-curricular, career or co-op), Symplicity software solutions and Anthology softwares, an asset
• Excellent ability to manage multiple priorities with strong organizational skills
• Ability to work independently and collaboratively, with the ability to interact professionally with a diverse group of stakeholders
• Demonstrate sound judgment and diplomatic acumen. Knowledge and experience with process mapping techniques
• Ability to thrive in a dynamic environment characterized by frequent changes and ambiguous processes, while demonstrating strong problem-solving and critical thinking skills, and flexibility.
• Bilingualism – French and English, spoken and written

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 (Fluent) on a scale of 0-4.

Bachelor's Degree 3 Years Related Experience /

(MPEX Grade 05) $71,890.00 - $89,860.00 - $107,830.00

Job Profile:

MPEX-IST2E - IT Business Application - Professional 2

33.75 (Full time)

Director Career Planning Services

2025-11-20