Job Description

Position Number: 50021615
Department: Office Of The Associate Vice-President, Facilities Management
Grade: GR10
Campus: Sir George Williams (Downtown)
Salary: $73,283.94 - $87,529.74 per annum
Union/Association/HR Policy: CUPEU
Posting deadline: June 12, 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.
SCOPE
Reporting to the Associate Vice-President, Facilities Management, the incumbent plays a vital role in supporting the Associate Vice-President's operations by conducting research and analysis to prepare dossiers on policies, strategic initiatives, and other key matters. They proactively gather and compile timely, relevant information for internal and external dossiers, assist in developing speaking notes, and provide support for select committees, special projects, and events. Responsibilities also include overseeing budgets for special events, drafting departmental, project, and governmental reports and correspondence, and maintaining regular liaison with internal departments (Legal, Purchasing, Communications) and external stakeholders (government agencies, municipalities, suppliers).
PRIMARY RESPONSIBILITIES

• Review inquiries from internal and external stakeholders, assess the appropriate course of action, gather necessary information and approvals, and ensure timely responses to requests.
• Collect and review documentation from reporting units for each meeting, ensuring strategic relevance, accuracy, and attention to detail while maintaining sensitivity and confidentiality. Prepare reports, findings, and other materials in French or English as required.
• Support the AVP's administrative needs such as calendar management, travel arrangements and contacts. Keep abreast of files, brief the AVP with regards to the status of pertinent issues and dossiers, and make recommendations where appropriate.
• Participate and contribute to committees and working groups as requested by the Associate Vice-President, and the Director of Real Estate Operations and Administrative Services.
• Provide guidance to administrative staff.
• Reconcile and oversee budgets for special events.
• Participate and contribute to committees as requested by the Associate Vice-President, and the Director of Real Estate Operations and Administrative Services. Use judgment and institutional knowledge to follow-up and contribute to committees as requested.
• Prepare briefing notes on key issues for meetings with different strategic stakeholders.
• Maintain and update employment files of employees reporting to the Associate Vice-President.
• Perform other duties in support of the operation of the department.

QUALIFICATIONS

• Bachelor's degree in a field relevant to the primary responsibilities and two to four years of pertinent work experience at the senior administration level.
• Advance knowledge of office automation technologies. Good knowledge (Advanced level) of Word (format documents, review/comment/redline documents, do mail merges) and of Excel (create spreadsheets and charts); PowerPoint (to create presentations), Adobe Acrobat. Excellent knowledge of and facility with Outlook (maintaining schedules, organizing meetings, tasks, group emails, contacts and other information, follow-ups)
• Very good spoken and written communication skills in English and French (level 5)
• Excellent organization skills, detail-oriented, efficient and possess superior interpersonal, problem-solving and administrative skills
• Ability to work under pressure, and meet short deadlines
• Ability to work autonomously and with little supervision
• Ability to use discretion and an understanding of the operation of an Associate Vice-President's office
• Customer Service focused and pro-active

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'kehxc3xa1:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtixc3xa0: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.