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Hiring Unit:
Student Housing & Hospitality Services
Position Summary:
Reporting to the immediate supervisor, is responsible in planning, scheduling and direct work to staff. Design, execute and oversee the annual Residences admissions process. Performs and oversees operation of assigning incoming students of hall/room changes and cancellations. Responsible for rent assessments ensuring proper billing and revenue generation. Overseeing and approvals of leases, ensuring compliance in accordance with the University procedures and provincial standards of leases. performs duties related to admissions and registration, and student accounts. Creates reports for the Executive Director regarding residence admissions and occupancy/vacancy rates.
Primary Responsibilities:
Plan, schedule and direct the work of two clerical staff members along with the hiring of and training of several student staff each year to provide services necessary to keeping the residence admissions process running smoothly and fulfilling the university’s guarantee of residence to all first year students. Hiring, training and performance monitoring is done in accordance with the unit’s goals and objectives.
Design, execute and oversee the annual Residences admissions process for both undergraduate and graduate residences in an effective and efficient means to ensure quality service and the financial sustainability of the unit which is dependent on residence admissions. Currently, the RSH occupancy is (approximately) 3700 students.
Decision making authority for hearing 1st level of appeals related to challenges of the administrative aspects of the residence leases and rent costs (any complaints related to rent costs that occur during the first year).
Performs and oversees operation of assigning incoming students for Fall and Winter terms, processing of hall/room changes and cancellations throughout the academic year along with receiving manual applications and processing regarding returning students.
Responsible for ensuring the rent charges are accurately assessed by the residence staff to ensure proper billing and revenue generation. 91% of the $21million RSH revenue is generated through this function.
Oversees the updating and collecting of leases. Approves leases and signs them. Making sure that all records must be kept in accordance with university procedures and to provincial standards for leases.
Manages input and output regarding the Hall assignment lottery which places those students into residence who have received a guaranteed offer of residence as part of their admission. Manages the assignment from students to residences, overseeing the student database.
Organize and oversee the creation and editing of all residences documents and publications related to residence admissions and promotion; including much of the RSH website. Creates reports for the Executive Director regarding residence admissions and occupancy/vacancy rates.
Attend Admissions and Enrolment Services Operation Process (AESOP) and attends Sub-Committee on Admissions Process (SCAP) meetings on behalf of the unit. These processes not only run the residence admissions but are interconnected to the entire university admissions process (collaborating with i.e. Scholarships Office, Admissions Office…).
Liaises internally with students, faculty and staff. External liaisons with professional organizations and sister universities to keep abreast of changes that may affect residence admissions policies. Maintains excellent lines of communication within the department to ensure student housing needs are met.
Collaborates with Enrolment Services & Student Accounts to ensure adherence to university policies and the delivery of accurate and timely information to students.
Acts as prime source for the interpretation of admissions policies and procedures and provides administrative direction on the goals and objectives by analyzing, reviewing and assessing immediate and long-term needs.
Fulfils obligations to student tenants as required by the Province of Quebec Régie du Logement. Liaises with the University Legal Services and/or the Régie du Logement as necessary to resolve tenant disputes.
Residence Planning with regards to Information Technology.
Liaises with Information Systems Resources regularly regarding ongoing Banner/Minerva project established for prospective students to sign up for residence, and for the residence revenue collection.
Oversees the Location Management Module in banner which links students with proper billing.
Manages and is responsible for the entire hall assignment lottery process programmed by Information System Resources.
Supervises and is solely responsible for the opening of the web agreement/survey/deposit page for residences for both Fall and Winter admits along the entire hall assignment lottery process programmed by Information Systems Resources.
Analysis of Residence room web (Feb and Nov) and batch (Jan and June) reservation/assignment processes and identification of modifications.
Implementation of changes to Minerva survey web pages required by residences, inclusions and exclusions, and presentation for residence confirmation by prospective students. Verifies that changes have been made correctly. Includes prior consultation with stakeholders.
Other Qualifying Skills and/or Abilities:
Previous experience in a managerial position, ability to supervise a unionized team. Excellent customer service. Proven organizational and leadership skills along with excellent interpersonal, communication, decision making and problem-solving skills. Able to prioritize and adjust to changing priorities and deadlines. Must be self-directed and able to work autonomously and as part of a team. Highly organized, self-motivated and able to manage multiple requests at the a time with a strong sense of urgency. Composed under pressure with an ability to cope effectively with change. Excellent interpersonal skills with a proven ability to deal with confidential and/or sensitive situations with discretion, tact and diplomacy. Knowledge of programs such as Minerva, Crystal Report, Banner, Ms Office tools. 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.
Additional Information:
Flexible work schedule may be required on occasion, especially during move-in and move-out period, some key dates during the summer and throughout the academic year.
Minimum Education and Experience:
Bachelor's Degree 3 Years Related Experience /
(MPEX Grade 04) $58,470.00 - $73,090.00 - $87,710.00
33.75 (Full time)
Manager Marketing & Comm
Position End Date (If applicable):
2023-03-28
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, . 