Program Assistant

Concordia University; Montreal; On-site; CAD 48,000 - 57,000; Full time

Benefits offered by this job

Comprehensive benefits

Defined pension plan

On-site gym

Health clinic

Educational opportunities

Job summary

Concordia University is seeking a Program Assistant to support the Classics, Modern Languages and Linguistics programs at Sir George Williams (Downtown) campus. The role involves handling inquiries, coordinating admissions and curriculum processes, and supporting committees and events.

This replacement contract through May 1, 2027 offers comprehensive benefits, a defined pension plan, and access to on-site facilities. Proficiency in English and French, and experience with SIS/CCMS/AEM are assets.

Qualifications

• Attestation of College Studies (ACS) in Office Studies or a related discipline and two to four years of related work experience.
• Good knowledge (Level 4) of spoken and written English.
• Basic knowledge (Level 3) of French.
• Proficiency in Word and Excel for document preparation and data handling.
• Excellent interpersonal and communication skills with diverse groups.
• Strong organizational skills and attention to detail.
• Self-starter with minimal supervision and team-oriented mindset.

Responsibilities

• Be the first point of contact for students and faculty via phone, email, and in person.
• Coordinate documentation for recruitment, admissions, registration, awards, curriculum changes, exams, and graduation.
• Support recruitment and retention activities and prepare promotional materials.
• Act as secretary to program committees; prepare agendas, record minutes, maintain files.
• Prepare documents, forms, correspondence, and reports as delegated.
• Assist in student advising, retention, and orientation activities.

Skills

English proficiency

French proficiency

Word

Excel

Communication

Organizational skills

Customer service

Team player

Education

ACS in Office Studies

Tools

SIS

CCMS

Adobe AEM

Job description

Career Opportunities: Program Assistant (2373)

Requisition ID2373-Posted11/04/2026-Sir George Williams (Downtown)-CUSSU-Full-Time

Position Number:50022247
Department:Classics, Modern Languages and Linguistics
Grade: PE236-8
Campus:Sir George Williams (Downtown)

Salary:$34.75- $41.34 per hour
Union/Association/HR Policy: CUSSU

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.

NOTE: This posting represents a replacement contract until May 1, 2027.

SCOPE

Reporting to the Department Administrator and functionally reporting to and supporting the Chairs and Academic Advisors for academic matters, the incumbent serves as the primary point of support for students throughout their program. Working closely with both the Undergraduate and Graduate Program Directors, the incumbent provides administrative support to the programs and offers information and assistance to students, faculty members, and the general public.

PRIMARY RESPONSIBILITIES

• Serve as the first point of contact for current and prospective students, responding to inquiries received by phone, email, and in person. Provide accurate information and support to students, potential applicants, and faculty members.
• Support processes and coordinate all documentation relating to matters such as recruitment, admissions, registration, awards, curriculum changes, exams, graduation and student requests.
• Support recruitment and retention activities (e.g. Open House, information sessions, etc.) and provide administrative support for promotional and recruitment activities (e.g monitoring information relating to programs on the department website, creating/updating promotional materials).
• Act as secretary to the program committee and various committees; prepare the agenda and necessary documents for the meetings; record the minutes; maintain files and follow up on issues for the committee as necessary.
• Prepare documents, forms, correspondence and reports as delegated by the Chairs, Department Administrator, Academic Advisor and the Program Directors.
• Assist on various aspects of student advising, retention and orientation, and assess individual profiles against registration requirements.
• Maintain unit databases and provide data on admissions, registrations and retention and program capacity to the Program Director or Academic Unit Head. Assist with the compilation of surveys and other special projects.
• Assist in the logistics and preparation of academic activities (e.g. thesis defense, internships, student candidate interviews, orientation activities, and others as appropriate).
• Under direction of the Department Administrator, ensure timely and complete entry of part-time faculty postings, contracts, and teaching assistant contracts in the appropriate systems.
• Assist in the preparation of new program proposals and curriculum changes; enter information in system as required.
• Support the Department Administrator in space and office administration tasks, maintaining organized and efficient processes.
• Replace other staff members as needed.
• Perform other tasks as required by the Chairs or the Departmental Administrator in support of the unit.

QUALIFICATIONS

• Attestation of College Studies (ACS) in Office Studies or a related discipline and two to four years of related work experience.
• Good knowledge (Level 4) of spoken and written English to communicate with students and faculty and to write correspondence. Basic knowledge (Level 3) of spoken and written French to be able to respond to program-related inquiries.
• Good knowledge (intermediate level) of Word (to prepare letters, documents, reports) and of Excel (to create spreadsheets and derive statistical information from data).
• Excellent interpersonal and communication skills with the ability to deal effectively with a diverse body of faculty and students as well as the public with tact, diplomacy and professionalism.
• Excellent organizational skills and attention to detail, with the ability to handle a high volume of inquiries.
• Self-starter who sets priorities, demonstrates resourcefulness and works well with minimal supervision.
• Demonstrated ability to work in a team environment.
• Strong customer service orientation.
• Knowledge of the university’s academic policies and procedures is an asset.
• Prior knowledge working with Student information System (SIS), with Curriculum Tracking System (CCMS) and with Adobe Experience Manager (AEM) are assets.
• Strong knowledge of faculty curriculum, policies and procedures, University rules and regulations and good knowledge of admission and registration processes 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.