Job Description

Position Number:

50000935 / P5877

Department:

Administrative Services, Facilities Management

Grade:

GR09

Campus:

Sir George Williams (Downtown)

Salary:

$35.07 - $42.18 per annum

Union/Association/HR Policy:

CUSSU

Posting deadline:

July 29, 2025



Recognized as Canada's top university under the age of 50, and one of Montreal's top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.


Be part of a community that addresses society's big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.


As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

NOTE:

This posting represents a leave replacement ending on October 14, 2026

SCOPE

Reporting to the Director, Administrative Services, Facilities Management, the incumbent assists and supports the daily activities within the Administrative Services unit of Facilities Management. They will proactively provide administrative, logistical and organizational support to the Director. The incumbent is responsible for the Director's agenda, the coordination of meetings, creating and managing documentation, information management, including storage and archiving.

PRIMARY RESPONSIBILITIES

o Manage the Director's agenda and work schedule; organize meetings, conference calls, webinars, conferences and bookings. Coordinate schedules and logistics, and proactively arrange for the pertinent information, documents, media and equipment required.


o Manage email, and other forms of communication and requests; prioritize, coordinate and delegate requests to direct reports and departmental contributors and collect and reconcile information in order to prepare and manage responses and follow ups.


o Track, file and log administrative documents requiring multiple levels of approval; maintain and develop guides and tools to ensure Direction's employees learn and follow established Department and University controls, policies and guidelines.


o Work closely and collaboratively with the Administrative staff of the Associate Vice President, Senior Directors and Directors and Managers of Facilities Management; provide back up during vacations and other absences.


o Support projects/programs managed by the Director requiring research, writing, proofreading (translation when required), and follow-up; create web reqs, prepare contracts and other purchasing related documents. Prepare agendas and report minutes.


o Provide logistical and administrative support to the Director; manage electronic and paper files by analyzing and classifying documents and emails for appropriate filing and archiving and ensure compliance with Records Management rules and guidelines and interfaces with Archives for efficient document storage and retrieval.


o Produce, review and update reports and presentations for the entire Direction; prepare documentation for distribution to committees and gather the information required to generate dashboards, reports and presentations.


o Maintain and update employment files of Managers and departmental employees reporting to the Director and create and maintain tracking tools for vacations, personal time, banked time and absences.


o Compose on behalf of the Director; disseminate executive letters, reports, detailed procedural instructions and other documents.


o Undertake other tasks related to the efficient functioning of the Departmental unit as required or assigned by the Managers or the Director.

QUALIFICATIONS

o Diploma of Collegial studies (three-year technical DEC) in a field related to the primary responsibilities and four to seven years of experience in a related field.


o Excellent organizational skills, detail oriented, efficient, possess superior interpersonal, problem-solving and administrative skills.


o Works well under pressure, can meet short deadlines and is proactive.


o Excellent interpersonal and communication skills.


o Ability to interpret situations and resolve conflicts with professionalism and discretion.


o Very good knowledge (Level 5) spoken and written English and good knowledge (Level 4) spoken and written French.


o Very good knowledge (Advanced Level) of Outlook, Word, PowerPoint and good knowledge (Intermediate Level) of Excel.


o Good understanding of computing and automation technologies and administrative and information


o Knowledge of Facilities/Property Management and Construction industries, an asset.


o Experience with institutional/educational institutions, an asset.



Due to the volume of applications, only selected candidates will be contacted by our Talent Team.





Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement

Concordia University is located on unceded Indigenous lands. The Kanien'keha:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtia:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity

Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status

All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada's reporting requirements, the University is obliged to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens.