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Job description

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ASSOCIATE DEAN, RESEARCH AND RESEARCH PROGRAMS - JOHN MOLSON SCHOOL OF BUSINESS (JMSB)

ADMINISTRATIVE ASSISTANT, MSC AND MSCM PROGRAMS (P1681)


Posted on: May 2, 2019
Deadline: May 15, 2019
Grade: 9

Scope

Reporting to the Graduate Program Director (GPD), Masters’ Research Programs, the incumbent provides administrative and logistical support to the Masters’ Research Programs. He/she assists in the daily operations of the unit, including participating in the administration and acting as a resource person for Masters’ Research Programs.

Primary responsibilities

  • Provide administrative support to the Office of the Associate Dean, Research and Research Programs; Respond to queries from faculty, staff and prospective and current Master’s students by phone, e-mail and/or in-person, order office supplies and assist the Associate Dean with the graduate research programs budget process and reporting.
  • Provide administrative and student services to the MSc and MSCM programs; including recruitment, admission, registration, retention, student awards and graduation.
  • Provide procedural advising to students who face administrative difficulties regarding program requirements, tuition, policies, procedures, etc. Evaluate student files and program requirement (e.g., student standing), making sure that any potential problem is resolved before graduation by bringing it to the attention of the relevant GPDs. Review, process and dispatch student requests to ensure that they are referred to the appropriate decision-maker in a timely fashion.
  • Coordinate the MSc and MSCM programs admission process; Review all dossiers in preparation for the GPDs and departmental committees, including the determination of the grades for international student transcripts in order to ensure minimum requirements are attained. Continuously collaborate with students until all supporting documentation are received and admission file is complete. Forward completed applications to the GPDs and based on feedback received (accept/reject/defer), enter appropriate information on the Student Information System (SIS) and prepare letters of recommendation for admission or rejection to programs. Communicate with all admitted students with respect to their entry into the program (course registrations, awards, funding, etc.).
  • Prepare, evaluate and make recommendations to the relevant GPD on student requests, ensuring that proper procedures and policies are followed.
  • Support recruitment and retention activities (e.g. Open House, information sessions, etc.). In collaboration with the GPDs, the Associate Dean, and the Graduate Recruitment Office, provide administrative support for promotional activities of the Masters programs and coordinate the maintenance of the various platforms (e.g., website, Moodle, Sharepoint) with accurate and up-to-date information.
  • Under the supervision of the Associate Dean and in collaboration with the GPDs and the staff members, assist in the planning and coordination of course scheduling; plan and coordinate all the exams and assist in room bookings for all of the Masters’ Research Programs.
  • Coordinate student awards for Masters’ programs (i.e. publication of awards, preparation of dossiers, etc.) and assist the GPDs in the administration of the awards budget. Ensure that tuition fee remissions and all other forms of student support are processed.
  • Perform other duties as required by the GPDs or the Associate Dean.

Requirements

  • Diploma of Collegial Studies (2-year pre-university DEC) with four to seven years of related work experience.
  • Familiarity and knowledge of graduate and research programs desirable.
  • Good knowledge (Level 4) of spoken and written English to communicate effectively and to draft correspondence, documentation and reports; good knowledge (Level 4) of spoken French to communicate effectively with external partners and basic knowledge (Level 3) of written French to understand external documents.
  • Advanced knowledge of Word, good knowledge (Intermediate level) of Excel, basic knowledge of PowerPoint and proficient knowledge of e-mail functions, SharePoint and Moodle. Knowledge of SIS an asset.
  • Extremely detail oriented, well organized (with the ability to prioritize and to multitask) and customer service oriented.
  • Exceptional interpersonal skills and excellent communication skills.
  • Ability to work individually and in a team environment.
  • Ability to take and transcribe minutes.

Salary

$26.63 - $32.04 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by May 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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