Job Description

Position Number: 50013261 / P5991
Department: Office of the Dean, Faculty of Arts and Science
Grade: PE538-13B
Campus: Sir George Williams (Downtown)Salary: $101,830.00 - $118,099.00 per annum
Union/Association/HR Policy: ACUMAEPosting deadline: September 30, 2024Recognized 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 Senior Director, Strategic Planning and Faculty Operations and dotted line reporting to the Chairs/Principals of two departments, the incumbent manages the Departments on a day-to-day basis. S/he is responsible for ensuring departmental alignment with university policies and practices in the areas of financial management, labour relations, information management and physical resources. The Department Administrator contribute to the academic mission of the departments by the formation of class schedules and assists in the assignment of full-time faculty workload. The incumbent acts as a liaison with University-wide Departments and Units on a regular basis to enhance efficient communication and ensure the implementation of new management policies and practices.PRIMARY RESPONSIBILITIES

• Manage and coordinate the daily operation of the department; planning, monitoring and initiating improvements to departmental operational policies and practices. Working with and informing the Chair of relevant issues and maintaining departmental records.
• Initiate, establish and implement policies and procedures regarding non-academic staff, including supervising, hiring, training, disciplining, coordinating workloads, vacations, and absences.
• Manage department operating budget including Teaching Assistant budget, Faculty Development Funds, and Endowment Funds. Approve and authorize all operational budget expenditures; prepare reports. Research, compile and analyze information for use in negotiating departmental resources.
• Coordinate departmental meetings and special projects such as program and departmental appraisals. Disseminate administrative information.
• In conjunction with the Chairs and Chairs\' Assistants, support the development of annual department course schedule; enter undergraduate course data on SIS, assign, manage and maintain full-time faculty workloads in FRIS, coordinate full-time remissions, coordinate and maintain records of yearly course schedule.
• Coordinate full-time hiring, including advertising, recruitment activities, collecting and compiling documents for dossiers, preparing and sending out appropriate correspondence, contacting short-listed candidates, arranging interview schedules, preparing submission of recommended dossiers to the Department Hiring Committee, the Department Personnel Committee and to the Dean.
• Administer Concordia University Faculty Agreement (CUFA), Concordia University Part-time Faculty Agreement (CUPFA) and Teaching and Research Assistant Public Service Alliance of Canada (TRAC) Collective Agreements. Organize and coordinate the hiring of all part-time (regular and reserve) faculty and serve as the resource spokesperson on the Part-time Hiring Committee (PTHC). The administrator is a permanent member of the chair\'s advisory committee. Activate the critical paths pertaining to the CUFA, CUPFA and TRAC collective agreements and ensure that deadlines are adhered to, and recommendations are forwarded.
• Monitor enrolment and admission quotas and provide recommendations as to which courses should be added, maintained or cancelled.
• Advise and assist faculty and staff regarding university and departmental policies and procedures.
• The Department Administrator contributes to the academic mission of the department and assists with class schedules and assignment of full-time faculty workload. May be required to change department affectation, upon request.
• Manage physical facilities including recommendations of equipment purchases and replacements, space and office assignments
• Organize, coordinate, and supervise major projects, relocation, space assignments and special events.
• Undertake and perform other duties in support of the department.

QUALIFICATIONS

• Bachelor\'s degree and four to seven years of related experience, including at least two years in a supervisory role. Experience in managing a large department in a University environment, preferably in an academic setting with research-intensive faculty members considered an asset.
• Strong knowledge of Faculty and Staff Collective Agreements (CUFA, CUPFA, CUSSU, CUPEU,

CUUSS-TS) and University policies and procedures are considered an asset.

• Strong planning, organizational and problem-solving skills and the ability to set priorities.
• Proven ability to work under pressure in a fast-paced environment.
• Excellent knowledge of University policies, procedures and Collective Agreements.
• Good spoken and written English (level 4 in order to communicate effectively with faculty, staff and students, to initiate departmental policies, procedures and protocols, to write reports, draft correspondence and documentation.
• Ability to edit documents produced by other personnel, an asset.
• Basic spoken French (level 3) and basic written French (level 3) to communicate with students, staff and faculty.
• Intermediate knowledge of the Concordia office environment (Word and Excel) to create and edit documents and spreadsheets.
• Excellent knowledge of SAP (Unity), Faculty Resource Information System (FRIS) and Student Information System (SIS) are considered an asset.
• Demonstrated exceptional communication and interpersonal skills with ability to work independently as well as on a team. Demonstrated success in developing productive relationships with faculty and colleagues.
• Evidence of decision-making skills, ability to be discreet and deal with highly confidential matters.
• Exceptional organizational skills, ability to set and meet time-critical deadlines.

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\'keh\xc3\xa1:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohti\xc3\xa0: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.caImmigration 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.

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