Concordia University

Job description

Candidates will receive an email confirmation when submitting their application online. However, only candidates selected for interviews will be contacted. Please allow one (1) working day from the time you send in your application to receive an email confirmation.



Posted on: March 4, 2019
Deadline: March 15, 2019
Grade: 8*


This position represents a leave replacement effective until June 18, 2019.


Reporting to the Departmental Administrator, the incumbent provides undergraduate program information and clarification of procedures and policies to undergraduate students, potential students, faculty, and others regarding academic and administrative matters for the Department of Sociology and Anthropology.

Primary responsibilities

  • Provide information for in-person, telephone, and e-mail enquiries regarding undergraduate programs in Sociology and Anthropology, course content, University and departmental policies, and procedures and requirements.
  • Draft letters and other documents for the Undergraduate Programs Director.
  • Maintain files on undergraduate students, bringing to the attention of the Undergraduate Programs Director any information of circumstances or events that could have an impact, positive or negative, on the student’s academic performance.
  • Prepare supporting documentation for the Undergraduate Programs Committee, including preparation and distribution of agendas, scheduling of meetings, recording and distribution of minutes.
  • Organize orientation sessions for new students and, based on ongoing dialogue with new students, identify students’ key sources of concern and develop and recommend mechanisms or innovations to address those concerns.
  • Review requests for undergraduate program students and courses from the “Bureau de cooperation interuniversitaire” (BCI).
  • Develop, in writing, procedures for providing information to new students. Create a systematic way to track enquiries, including routine and non-routine ones, and actions taken to address issues; provide monthly statistical report summarizing findings and identifying trends.
  • Maintain undergraduate program content and advising sections of the Department web site when required.
  • Compile and analyze statistics on admissions, registrations, and retention; identify trends.
  • Prepare documentation for curriculum proposals (forms, course descriptions, tables, rationale for changes, etc.) and for program appraisals.
  • Liaise between the academic advisors and Undergraduate Programs Director to prepare advisors’ schedules for student meetings. Liaise with representatives in Student Academic Services and the Office of the Registrar on various aspects of student advising and recruitment.
  • Provide clerical and secretarial support for the main office by replacing the Department Assistant during absences, and providing assistance to the Assistant to the Chair and Departmental Administrator during peak periods and absences.
  • Retrieve information from the Student Information System (SIS).


  • Attestation of College Studies (ACS) in a field related to the primary responsibilities and two to four years of work experience in an academic office setting, including front-line service experience. Prior experience working in a university setting is an asset.
  • Knowledge of undergraduate faculty curriculum, policies, and procedures, as well as undergraduate admissions and registration processes.
  • Good knowledge (Level 4) of spoken and written English in order to communicate effectively with students and faculty, express opinions in a sensitive manner and formulate persuasive arguments; basic knowledge (Level 3) of spoken French in order to respond to program-related in-person and telephone inquiries.
  • Good knowledge (Intermediate Level) of Word (to do mail merges) and of Excel (to derive statistical information from data). Strong familiarity with SIS an asset.
  • Highly developed interpersonal and communication skills, with proven ability to work independently and as part of a team.
  • Knowledge of Concordia University’s academic policies and procedures is an asset.
  • Knowledge of departmental policies and procedures is an asset.
  • Excellent organizational skills, with the proven ability to prioritize tasks and work in a complex and fast-paced environment with minimal supervision.
  • Strong interest in working directly with students and helping them resolve program-related issues.
  • Availability to work overtime during peak registration periods and to participate in Concordia’s annual Open House (one-day event held on a Saturday).


*Please note this is a Pay Equity designated position PE236-14A and that the associated salary range is $26.40 to $31.40 per hour.



Interested applicants must submit a curriculum vitae with a covering letter by March 15, 2019. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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