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Job Description:
The Graduate Program Supervisor’s primary role is to ensure the day-to-day administration of the Educational & Counselling Psychology Department, specifically related to the M.A., Ph.D. and Psy.D. in Counselling Psychology and the M.A., Ph.D. and Psy.D. in School/Applied Child Psychology. This role includes providing student advising for graduates, students, faculty and staff regarding Graduate and Postdoctoral Studies (GPS) policies and procedures as well as fellowships. It also includes the responsibility of the administrative operations, financial matters, and directly supervises employees. This role works closely with Graduate Program Directors, Directors of Clinical Training, the Director of the McGill Psychoeducational and Counselling Clinic, the Department Chairperson, the Internship and Student Affairs office, staff, and central units to support the full range of graduate programs, external clinical placement sites, and accreditation bodies (Ordre des Psychologues du Québec, Canadian Psychological Association and the Ministère de l’Enseignement Supérieur).
Primary Responsibilities:
Administer graduate programs and department-based graduate student progression and follow-up (admission to graduation) in consultation with Graduate and Postdoctoral Studies (GPS).
Directly supervises support staff employees. Participates with HR on recruitment, complete probation/trial review forms, complete performance dialogue forms. Meets regularly with employees, assign work, verify work, monitor deadlines, provide coaching and training. Complete performance reviews/probation /trial period forms. Approve overtime, vacation and absences. Bring any issues to the attention of the manager.
Works closely with the Graduate Program Directors (GPDs) and Directors of Clinical Training (DCTs) of the programs and provides administrative support for Program changes and the development of new Programs. Administers graduate student internship placements for six degree programs and several fellowship awards.
Liaise with other University units including Internship and Student Affairs (ISA), Graduate and Postdoctoral Studies (GPS), Office of Associate Dean Research and Graduate Studies, to plan for the future and to resolve any problems
Liaise with the McGill Psychoeducational and Counselling clinic, with external clinical sites and with accreditation bodies (Ordre des Psychologues du Québec, Canadian Psychological Association, Canadian Council of Professional Psychology Programs, Association of Psychology Postdoctoral and Internship Centers).
Compile statistics and data for inclusion in University and external reports and contribute to producing reports to accrediting bodies such as Ordre des Psychologues du Québec, Canadian Psychological Association, Association of Psychology Postdoctoral and Internship Centers.
Oversee and provide reporting for recruitment and fellowships from GPS; advise graduate students and staff regarding fellowships and policies and procedures. Assist in ensuring the day-to-day administration of the Department of Educational & Counselling Psychology.
Take the lead in the decision-making on student affairs matters in consultation with unit Graduate Program Directors and Directors of Clinical Training, which encompass student advising, student records, graduation and degree auditing, program requirements, timetable and scheduling, reviews and approves e-calendar revisions, course revisions and proposals, external clinical placements, and exchanges.
Liaise with accreditation bodies to support graduates in obtaining clinical licensure in Quebec and other jurisdictions in Canada and internationally.
Participate in the strategic planning for student affairs and provides input on related issues; develop and implement procedures related to advising and student affairs.
Responsible for the daily administration of the departmental budget (monitoring, reconciliation, and reporting) and participate in the development of the department’s annual budget (planning and forecasting).
Monitor student-related funding and scholarships (reconciliation and reporting) according to established guidelines.
In the absence of the Administrative Officer, supervise all office support staff.
Organize and coordinate meetings and special departmental events. Participates in Open House, leads departmental orientation sessions and other student information sessions in collaboration with Graduate Program Directors and/or Directors of Clinical Training, attends program meetings of the M.A., Ph.D. and Psy.D. in Counselling Psychology and the M.A., Ph.D. and Psy.D. in School/Applied Child Psychology, Professional programs clinical onboarding and other recruiting events for new and returning students. Function as record-keeper; accountable for the follow-up.
Support of unit reporting and compliance obligations to various internal governance and external overseeing bodies. Ensure update of all Departmental student files.
Assess and resolve administrative problems and when appropriate, inform supervisor and formulate recommendations.
Other Qualifying Skills and/or Abilities
Highly knowledgeable about the McGill Graduate Studies and Professional Development environment.
Demonstrated knowledge of processes and procedures related to graduate student administration or similarly competitive professional programs. Experience with staff supervision.
Experience working with accrediting and clinical licensing bodies, an asset. Experience overseeing and managing projects.
Experience with creating and writing reports, (including text content, tables, and graphs).
Experience with recruitment, student/applicant support and/or advising.
Experience with the development of web-based communications.
Meticulous in documenting follow-up actions regarding ongoing files.
Student-focused and service-oriented with a demonstrated ability to build constructive and effective relationships and find solutions in a variety of situations with all levels of staff, students and the public.
Demonstrated ability to work with academic leads of graduate programs, an asset. Proven ability to communicate effectively with diverse constituencies on matters of policy, process and application outcomes.
Flexible and adaptable; able to work in ambiguous situations.
Excellent communication skills, including professional writing, and demonstrated experience in developing and giving presentations; experience working with diverse populations.
Strong organizational skills.
Excellent judgment and ability to make difficult decisions. Proven ability to analyze data and statistics for the purposes of reporting, quality improvement and identification of trends.
Experience with relevant software (especially Banner, SIS data warehouse, Minerva, myProgress, Workday and Excel).
Excellent computer skills and proficient with MS Office, spreadsheets, databases, presentation software (expert knowledge of Excel).
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:
Annual Salary:
Job Profile:
MPEX-ADM1A - General Administration - Professional 1 (Excluded)Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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.