Position Number: 50001032 / P5565
Department: Performing Arts
Grade: GR08
Campus: Sir George Williams (Downtown)
Salary: $28.79 - $34.65 per hour
Union: CUSSU


Posting deadline: March 15, 2023


Recognized as Canada\xe2\x80\x99s top university under the age of 50, and one of Montreal\xe2\x80\x99s 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\xe2\x80\x99s 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 Department Administrator, the incumbent provides daily administrative support to the Performing Arts Departments and acts as a resource person to current and potential students, faculty members, and the general public by providing information on the Departments\xe2\x80\x99 programs. The Department Assistant helps stakeholders navigate the Departments\xe2\x80\x99 policies and processes.


PRIMARY RESPONSIBILITIES

• Provide frontline student and departmental support; When necessary, refer to undergraduate or graduate program directors or faculty advisors.
• Provide administrative support for the following student affairs and student-related administrative functions: open house, recruitment, admission processes, transfer of program, registration, advising, timetables, grades, student requests and student awards, curriculum, evaluations.
• Ensure grades are entered online and processed in a timely manner; receive and distribute student assignments.
• Maintain filing/retrieval/archive system of physical and digital files in alignment with University procedures; create and prepare reports, as required.
• Maintain and update the Departments\xe2\x80\x99 websites; coordinate publicity for productions, including preparation of publicity materials in contemporary publishing software; maintain contacts and media lists; learn and apply new software.
• Enter curriculum changes in curriculum management software (CCMS) as directed by the Administrator and liaise with the Office of the Associate Dean, Faculty of Fine Arts, as required.
• Support Departments\xe2\x80\x99 budget processes, in accordance with internal policies and procedures; reconcile Departments\xe2\x80\x99 records into Concordia\xe2\x80\x99s Financial system; prepare reports and monthly summaries for the Department Administrator; prepare budget documents for approval by the Department Administrator and send to appropriate offices for processing.
• Provide administrative support to committees; schedule meetings, prepare agenda and minutes for departmental and program committees (e.g. Department Meetings, Part Time Hiring Committee, Department Personnel Committee, Department Tenure Committee); act as recording secretary and prepare meeting summaries; under the direction of the Administrator, ensure timely and complete communication of committee decisions; operate and maintain the departmental section of the on-line part-time faculty posting/contract system (FRIS).
• Assist in office coordination; screen, prioritize, acknowledge department mail; prepare work orders, after-hours passes and key requests; book rooms; maintain office equipment and supplies; look after photocopy and scanning services; organize and maintain bulletin boards.
• Assist management in clerical tasks; manage schedule of Department Administrator, Program Directors, and Department Chairs; creates and prepares correspondence, documents, forms, reports using appropriate office information management systems.
• Perform other duties as required in support of the departments, as assigned by the Department Administrator.

REQUIREMENTS

• Diploma of Collegial Studies (two-year pre-university DEC) in a field pertinent to the primary responsibilities and two to four years of related experience.
• Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively with and provide information to faculty, staff, students, and the external community, to compose correspondence, take minutes, and to provide general administrative support.
• Good knowledge (Intermediate level) of Word (design, create, and format elaborate correspondence, forms, and reports) and basic knowledge of Excel (create and modify spreadsheets) and PowerPoint (to prepare presentation).
• Demonstrated customer service orientation in order to work effectively with students, faculty, and other clientele.
• Excellent interpersonal and organizational skills; proven ability to multitask and to meet established deadlines.
• Ability to work independently and as part of a team.
• Ability to work flexibly outside operating hours for special events.
• Knowledge of CCMS (Provo track), FRIS, SIS and Student Request Systems are assets, as is knowledge of the University academic regulations, deadlines, policies and procedures.
• Working knowledge of website management software is 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\xe2\x80\x99keh\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.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\xe2\x80\x99s reporting requirements, the University is obliged to gather information about applicants\xe2\x80\x99 status as either Permanent Residents of Canada or Canadian citizens.