Administrative and Operations Officer, QUESCREN

Posting period: September 10, 2025, to September 28, 2025
Application deadline: September 28, 2025

Planned start and end date: October 13, 2025, to October 13, 2026, with the possibility of renewal based on performance, organizational needs, and availability of resources.
Salary: $43.00 to $46.00 per hour 
Hours per week: 28 – 35 (to be negotiated at time of job offer)
Position title: Administrative and Operations Officer, QUESCREN
P. I. or Immediate supervisor: Research and Operations Manager, QUESCREN

General Accountability

Under the direct oversight of QUESCREN’s Research and Operations Manager, with strategic direction provided by QUESCREN’s Co-Directors, the incumbent will: (I) provide logistical, administrative, and operational support to streamline QUESCREN’s day-to-day work; (II) contribute to internal coordination and communications.

Nature and scope

The incumbent must demonstrate the ability to perform all duties listed below with a high degree of autonomy, professionalism, and attention to detail. The individual is expected to discharge responsibilities with sound judgment and initiative, manage their own work schedule efficiently, and deliver high-quality results.

Responsibilities will include, but are not limited to

• Administration and Operations:
  • Coordinate the QUESCREN general email inbox and team calendar
  • Using MS365, design and maintain a Content Collaboration and Approval Workflow system for the many documents and products QUESCREN staff produce
  • Meetings: schedule, take and finalize minutes, and coordinate logistics (room bookings, catering, travel)
  • Draft and format administrative documents and correspondence (e.g., invitations, memos)
  • Liaise with Concordia University service offices (Hospitality, IT, Bookstore, facilities management, etc.)
  • Draft and maintain internal policies and procedures
  • Implement and maintain an effective online and on-site records management system.
  • Maintain up to date QUESCREN’s various mailing lists
  • Maintain a log of publications and events
  • Submit publications to BAnQ and Library and Archives Canada for cataloguing
  • Support internal communications and team coordination
  • Provide general support for other team tasks as needed 
• Financial and Grant Support:
  • Assist with bookkeeping and expense tracking
  • Create and track budgets for projects and organizational operations
  • Draft grant applications and support their writing and reporting
  • Track project deliverables 
• Research Tools Support:
  • Collect and catalog documents for the Community Knowledge Open Library (CKOL) and the Data Portal on English-Speaking Quebec (DESQ)
  • Coordinate with service providers to develop and enhance research databases as needed
  • Oversee research tool partnership recruitment and manage the signature of agreements
• General Team Support:
  • Provide support for other team tasks as needed

Education and experience required

• Degree or diploma in a relevant field such as accounting, office administration, business administration, project management, information and library technologies, finance, etc.
• Exceptional attention to detail; consistently produces high-quality documents with accurate spelling and grammar, written in clear, concise, plain language; a natural proofreader who quickly spots inconsistencies or mistakes.
• Demonstrated patience, diplomacy, and professionalism—especially when navigating complex institutional structures and working within a large bureaucracy
• 3+ years of experience in administrative or operations roles
• Experience in academic or nonprofit environments is an asset
• Strong organizational and communication skills
• Ability to work independently and manage multiple priorities 
• Knowledge of the English-speaking Quebec population and its realities is an asset
• Familiarity with:
  • Microsoft Office Suite, with an excellent knowledge of Outlook, Excel and the MS Teams environment
  • Event and scheduling tools (Zoom, Doodle, Eventbrite)
  • Database applications and file management systems
  • Familiarity with SAP’s integrated software considered an asset
• Language skills (will be tested during the interview):
  • Advanced level of English (written, spoken, reading)
  • Minimum intermediate level French (written, spoken, reading)

Testing requirements

• Language Testing will be administered during the interview process. 

Other considerations

• Location: Minimum 1 day per week at Concordia University, Montreal, Loyola Campus, room CC-219. Flexible work arrangement allows up to 4 days per week from home

Promotion opportunity

• After one year, the incumbent may be considered for promotion to Operations Manager if resources allow, with expanded responsibilities in:
  • Team coordination and workflow optimization
  • Management of administrative and project staff, students and/or subcontractors
  • Strategic input on budgeting, grant planning, and organizational development

How to apply

Please send your CV, cover letter, and portfolio (if you have one) to QUESCREN@concordia.ca by September 28, 2025.

This position is a Support-Professional position subject to all conditions outlined in the CARE collective agreement. 

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. 

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.