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: May 3, 2019
Deadline: May 16, 2019
Grade: 8


Reporting to the Department Administrator, the incumbent provides front-line services to current and prospective students, staff, faculty, and individuals external to Concordia University regarding academic and administrative matters as they pertainto the Department and the University. These services include the provision of general administrative, budget processing and clerical support.

Primary responsibilities

  • Provide information, preliminary advising and assistance by phone, in-person, and other forms of communication (e.g., e-mail, web) to potential and current students. When necessary, refer inquiries to program coordinators, program directors or advisors. Create and prepare correspondence, documents, forms, reports using appropriate office information.
  • In accordance with internal policies and procedures, coordinate department budget processes and assist with processing documents such as honorarium forms, contracts, invoices, expense reports, journal transfers, timesheets or cheque requisition. Maintain budget records of expenditures and commitments.
  • Coordinate student academic service functions and related paperwork such as transfer of program, registration, advising, timetable, grades, student requests and student awards.
  • Complete administrative forms, keep records, input and verify data. Review contact information sections on department website, prepare and send general correspondence to faculty, students and staff in regards to departmental policies, guidelines and procedures; assist in preparing documentation and mailings, as needed.
  • Provide administrative support to departmental and program committees and working groups. When required, take and transcribe minutes for departmental meetings. Schedule meetings, books rooms and equipment.
  • Maintain an effective office filing system (online and physical), and archive in accordance with University retention rules. Maintain office supply inventory and bulletin boards. Screen and distribute departmental mail.
  • Process departmental key control requests, after-hours and security passes. Create and prepare correspondence, documents, forms, reports using appropriate office information systems.
  • Perform other tasks as required by the Department Administrator or the Department Chair.


  • Diploma of Collegial Studies (2 year pre-university DEC) in a field pertinent to the primary responsibilities and two to four years of related experience.
  • Familiarity with fine arts and studio arts related programs, institutions, curriculum, artistic research and/or practices desirable.
  • Good knowledge (Level 4) of spoken and written English in order to communicate effectively, providing information to faculty, staff, students, and the external community, composing correspondence, drafting minutes, and providing general administrative support. Basic knowledge (Level 3) of spoken and written French in order to provide information and respond to routine enquiries, and compose basic correspondence.
  • Good knowledge (Intermediate level) of Word (design, create, and format elaborate correspondence, forms, and reports), Excel (create and modify spreadsheets), and Outlook (for correspondence and scheduling).
  • Working knowledge of Concordia Portal, Student Information System (SIS), HRIS, FRIS, and website and curriculum management software is an asset.
  • Demonstrated ability to set, assess, and re-assess priorities; analyze and solve problems; multitask; work as part of a team as well as individually, and work well under pressure and with minimal supervision and as part of a team.
  • Excellent interpersonal and organizational skills; ability to interact effectively with faculty and staff; flexible and professional integrity; personable disposition; tact and courtesy; proactivity, forward thinking, and results-driven.


$24.65 - $29.66 per annum



Interested applicants must submit a curriculum vitae with a covering letter by May 16, 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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