Assistant to the Associate Dean

Concordia University; Montreal; In loco; CAD 52.000 - 63.000; Tempo pieno

Descrizione del lavoro

Concordia University is seeking an Administrative Assistant to support the Associate Dean, Undergraduate Programs. The role involves coordinating meetings, managing documentation, and guiding academic procedures for students.

You will maintain records, handle communications, and liaise with nearby departments to ensure smooth operation of the Undergraduate Programs unit. Strong English and French skills are required.

Competenze

• Diploma of College Studies (three-year technical DEC) in Office Systems Technology or related field.
• Good knowledge of English (Level 4) and French (Level 4) for work communication.
• Intermediate Word and Excel skills; basic Access knowledge.

Mansioni

• Provide administrative and logistical support to the Associate Dean and Undergraduate Programs.
• Schedule meetings, arrange conference space, distribute documents, and maintain filing systems.
• Handle correspondence, filing, telephone, minutes, and mail; manage office supplies.

Conoscenze

English proficiency

French proficiency

Organizational skills

Interpersonal skills

Team player

Formazione

DEC in Office Systems Technology

Strumenti

Word

Excel

Access

Descrizione del lavoro

Requisition ID2398-Posted11/05/2026-Sir George Williams (Downtown)-CUSSU-Full-Time

Position Number:50000623
Department:Undergraduate Programs
Grade: GR10
Campus:Sir George Williams (Downtown)

Salary:$37.87- $45.60 per hour
Union/Association/HR Policy: CUSSU

Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the role

Recognized as 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 Dean, Undergraduate Programs, the incumbent provides administrative support to the Associate Dean and supports projects pertinent to the Office of the Associate Dean.

PRIMARY RESPONSIBILITIES

• Provide administrative and logistical support to the Associate Dean, Undergraduate Programs, to ensure the effective operation of the Undergraduate Programs.
• Schedule meetings and arrange conference space for various committees, such as the Faculty Student Request Committee, Undergraduate Curriculum Committee, and Academic Unit Head Search Committee, among others. Distribute related documentation and maintain the filing system.
• Perform various administrative tasks: correspondence, filing system, telephone, minutes, and mail.
• Responsible for the purchase and control of the office supplies and materials for computers, printers, photocopier, and other equipment used in the Associate Dean, Undergraduate Programs unit.
• Organize on-site registration at the beginning of each semester and register students in courses (such as Van Berkom and KWPMP) upon the Associate Dean’s approval. Enter overrides in the SIS system year-round.
• Liaise with departments external to JMSB (such as Facilities Management, etc.) to ensure the effective organization of the Associate Dean’s office and its primary mandate.
• Provide academic procedural advising to students regarding the academic rules and regulations of the Faculty and the University.
• Perform a pre-screening of failed students – provide information regarding the “fail” regulations, decide and screen with respect to granting an appointment, give results to students, provide information, guidance, and non‑academic advice.
• Act as the contact person for all undergraduate student external competitions and as liaison between organizers.
• Handle student complaints by informing students of the procedures they should follow; maintain liaison with the student groups; solve complaints and inform the Associate Dean of major issues.
• Organize the administrative aspects of all courses that fall under the Associate Dean, i.e., contracts and book ordering. Inform faculty members of the rules and regulations of the Faculty.
• Participates in the organization of Valedictorian selection. Acts as a contact between the Associate Dean and the JMSB Service Team at the Registrar’s office; and organizes the conditional and failed control in yearly.
• Provide support to the academic advisors in their various responsibilities.
• Evaluate, grant, or deny requests for change of concentration (majors and minors) considering various requirements. Code accordingly in the system.
• Receive incident reports from faculty and the Examinations Office. Coordinate interviews with the Code Administrator, the student, and their advocate. Ensure that critical deadlines are respected, Code of Conduct regulations are followed, and students and all parties receive decisions. Process files through Archives when appropriate.
• Register students who have failed required courses three or more times through SIS and applies conditions, if any.
• Act as a backup for front‑line staff as needed.
• Perform other duties in support of the unit.

QUALIFICATIONS

• Diploma of College Studies (three-year technical DEC) in Office Systems Technology or another field pertinent to the primary responsibilities and two to four years of related work experience.
• Good knowledge (Level 4) of spoken and written English to write letters and short reports; good knowledge (Level 4) of spoken and written French to respond to work‑related questions, read government documents, and write correspondence.
• Good knowledge (intermediate level) of Word (to format letters, lists, and do mail merges) and Excel (to create and format spreadsheets, create graphs, calculate formulas, and data processing); basic knowledge of Access (to join tables and run queries).
• Solid knowledge of the internet and electronic mail.
• Knowledge of the University, experience with data collection and report writing.
• Excellent organizational and interpersonal skills; ability to work independently and as part of a team.
• Knowledge of Financial Information System 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’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià: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, [e-mail]

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.