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 18, 2019
Deadline: March 29, 2019
Grade: 9*


This is a permanent part-time position: 25 hours per week (5 days workweek, working from 10:00 am to 4:00 pm)


Reporting to the Chair of Theology, the incumbent performs necessary administrative duties for the Chair and the Unit and serves as a resource person regarding academic programs and policies for new and returning students and faculty. The incumbent also provides information and assistance regarding academic matters to potential and current students.

Primary responsibilities

  • Provide information about admission requirements to potential students, procedures and policies to current undergraduate students and faculty.
  • Coordinate all documentation and processes for recruitment, admissions, scholarships, awards, graduation, and other student requests.
  • Perform all administrative tasks (typing, copying and filing) for Graduate Program Director and the Chair.
  • Deal with student, public and media inquiries and requests (in French and in English) and receive visitors to the department.
  • Maintain departmental budget and process payment of invoices, including purchases of office supplies.
  • Track and maintain graduate student progress, including graduation requirements; assist in organizing orientation sessions for new students; create PowerPoint presentations for orientation/advising sessions; process student requests; coordinate and prepare literature for Open House activities.
  • Maintain Department databases and website.
  • Attend and participate in Department Council, Curriculum, Recruitment and Part-time Hiring meetings and take minutes as required; submit curriculum proposals (program changes and rationale) via Curriculum Tracking System Program.
  • Monitor course sections, registration statistics, admission quotas (acceptances and rejections), compile and analyze the information and provide reports to the Chair.
  • In conjunction with the Chair and Graduate Program Director, assist with the hiring of Teaching and Research Assistants.
  • Assist the Chair in course scheduling, part-time faculty postings and assignments, and faculty workload in FRIS; maintain electronic file with course outlines.


  • Diploma of Collegial Studies (3 year technical DEC) with two to four years of related work experience working in a University academic department.
  • Good knowledge (Level 4) of written and spoken English and French in order to be able to interpret detailed information, respond to in-person to telephone and email enquiries, give clear explanations and instructions, prepare correspondence, take minutes and create documents.
  • Good knowledge (Intermediate level) of Word, Excel, and e-mail applications.
  • Ability to take and transcribe minutes.
  • Proven decision-making, organizational, interpersonal, and communication skills. Ability to work with confidential matters with tact and diplomacy.
  • Attention to detail, and the ability to work autonomously.
  • Ability to multitask and prioritize in a busy, diverse, client oriented office environment.
  • Knowledge of the Student Information System (SIS) and the Faculty Resource Information System (FRIS) is an asset.


*Please note this is a Pay Equity designated position PE160-14 and that the associated salary range is $29.12 to $35.01 per hour.



Interested applicants must submit a curriculum vitae with a covering letter by March 29, 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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