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: August 14, 2019
Deadline: August 27, 2019
Grade: 10


Repost. This posting represents a full-time, temporary leave replacement effective until June 1, 2020.


Reporting to the Director of Administration, the incumbent provides administrative and logistical support to the Associate Dean, Research and works in close collaboration with research facilitators.

Primary responsibilities

  • Administer the daily operation of the Office of the Associate Dean, Research, manage the Associate Dean's agenda and provide administrative support including the payment of corporate expense and making of travel arrangements.
  • Provide pre-award support to faculty members for university (internal) research fund competitions and, in collaboration with the Research Facilitator for Fine Arts, ensure that basic eligibility requirements are met for all Fine Arts applications to university funding awards. Follow up with applicants' when dossiers are incomplete.
  • Provide pre¬-award administrative support for external research fund competitions (Social Sciences and Humanities Research Council, FQR SC, Canada Council, CALQ, etc.), as well as external awards, (Governor General's Award, Prix du Quebec, etc.).
  • Provide post award support for internal research funding; upon approval of applications, prepare correspondence to applicants, monitor and disperse funds allocated and keep up to date financial records on all internal awards distributed.
  • Coordinate all phases of work related to internal graduate awards for Fine Arts.
  • Organize Standing Committees (i.e. Faculty Research Committee), schedule meetings, take and distribute minutes and prepares reports.
  • Reconcile expenditures to Millennium for all operating and restricted accounts managed by the Associate Dean, Research. Prepare and process financial transactions journal transfers, timesheets, expense claims, contracts, etc. on these accounts.
  • Organize and provide administrative support to Associate Dean, Research when they chair committees or work on special assignments for the Faculty (e.g. Chairs' Search Committees, Canada Research Chairs, Concordia Research Chairs) or other work related to their position as Associate Dean.
  • Provide support for all phases of work related to post-doctoral awards that falls to the Associate Dean, Research.
  • Provide administrative support for the adjudication of all university (internal) research funding awards for faculty; ensure that the Faculty's financial allocation is in place for funding rounds and follow up on any related discrepancy. Design and upload ranking charts, upload complete applications to dedicated website, act as technical resource person during the committee meetings and ensure proper archiving of review materials and applications.
  • Provide administrative support for all research chair. Organize and confirm meetings for all the Research Committees. Ensure that candidate application or review packages are complete and communicate with candidates to complete the dossiers. Assist Associate Dean, Research in soliciting external review letters. Prepare agenda and distribute relevant materials to committee members. Support all communication throughout the review process with the candidate, and amongst committee members. Prepare documents tor final approval by the Associate Dean-Research. Track timelines for renewal and review of all Fine Arts Research Chairs.
  • Develop new efficient and effective procedures and workflows for any of the above tasks.


  • Diploma of Collegial Studies (3 year technical DEC) in a relevant field and four to seven years of work related experience.
  • Knowledge of University and college systems in Quebec and of Fine Arts Research and Research-Creation practices, as well as familiarity with Art and Design organizations and research institutions desirable.
  • Very good knowledge (Level 5) of spoken and written English and good knowledge (Level 4) of spoken French in order to communicate effectively with faculty, staff, students and external contacts; and basic knowledge (Level 3) of written French in order to respond to inquiries.
  • Good knowledge (Intermediate Level) of Excel, Word, and Power Point.
  • Ability to work under pressure to meet deadlines; ability to multi-task and work on a variety of projects concurrently.
  • Very strong organizational skills, ability to develop efficient and effective procedures and workflows, organizational structures, and filing systems.
  • Strong communication and negotiating skills; ability to work independently and as part of a team.
  • Strong attention to detail.


$31.18-$37.54 per hour



Interested applicants must submit a curriculum vitae with a covering letter by August 27, 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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