Job Description

Position Number: 50000599 / P2234A
Department: School of Community and Public Affairs
Grade: GR09
Campus: Sir George Williams (Downtown)


Salary: $31.12 - $37.43 per hour
Union/Association/HR Policy: CUSSU


Posting deadline: August 25, 2022


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 7-month full-time replacement contract.


SCOPE
Reporting to the Principal of the School and, in her absence, to the Department Administrator, the incumbent ensures that the School’s central office runs smoothly on a day-to-day basis, and students, staff, and faculty receive the information and resources they require. The incumbent provides secretarial support to faculty, coordinates logistics and publicity for special events, and serves as a resource for academic issues or questions as they relate to students.


PRIMARY RESPONSIBILITIES

• Ensure that the departmental office runs smoothly by responding to, and directing, incoming mail, e-mail, and phone or in-person enquiries from current and potential students, alumni, faculty, other internal callers, and external organizations, by posting relevant information, and by ensuring that administrative deadlines and procedures are met.
• Maintain inventory and order office supplies when required, and books the basement lounge and classroom for use by other University units.
• Perform all administrative tasks (typing, copying, filing) for Graduate Program Director and the Principal.
• Assist with graduate admissions, track and maintain graduate student progress, including graduation requirements; follow-up on service requests.
• Provide secretarial support for full- and part-time faculty, as well as staff and visiting professors.
• Draft correspondence and input course and research materials, examinations, and grant applications.
• Issue contracts to Teaching Assistants (TA) and Research Assistants (RA) and monitor and administer the TA and RA budgets.
• Prepare, process, and keep records of teaching assistant contracts.
• Assist in organizing public events for the School. Book rooms for lectures, discussions, and presentations, arranges for catering services, makes hotel and travel arrangements for guests.
• Maintain the School’s website and list serve and prepare materials for the website.
• Consult with the Coordinator of Academic Programs and Curriculum Development, use desktop publishing tools to design posters and edit pamphlets and press releases.
• Schedule courses and final exams, and process curriculum submissions, grade sheets, and service requests at the graduate level, in consultation with faculty, staff, and students.
• Maintain the School’s filing system, ensuring files are kept confidential, and material is well organized and up to date.
• Undertakes other tasks, as required by the Principal, the GPD and the FPST Director.

REQUIREMENTS

• Diploma of College Studies (3-year technical DEC program) in Office Administration or in a related program and two to four years of office experience.
• Experience working in a university environment desirable.
• Good knowledge (Level 4) of spoken and written English and spoken French. Written French is an asset.
• Good knowledge (Intermediate level) of Word (to do mail merges) and of Excel (to format spreadsheets and do simple financial calculations), basic skills in Access (able to enter data into a database) and Outlook.
• Strong interest in local, regional, provincial and national issues is highly desirable.
• Highly developed interpersonal and communication skills; ability to work independently and as part of a team.
• Ability to take minutes.
• Excellent organizational skills in order to coordinate projects; ability to multi-task, prioritize work and meet deadlines.
• Knowledge of academic policies and procedures is an asset.
  

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

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’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtiá: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.