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: July 18, 2019
Deadline: July 31, 2019
Grade: 10


Reporting to the Manager, Academic Leadership and Inclusion, the incumbent provides logistic and administrative support to the Office of the Vice-Provost, Faculty Development and Inclusion on issues pertaining to immigration, academic leadership and equity, diversity and inclusion. They will serve as a welcoming point and resource for academic visitors and dependents of non-Canadian faculty and staff.

Primary responsibilities

  • Prepare drafts of legally binding documents such as invitation letters, agreements, presentations, contracts and format draft policies and other documents; review and proofread documents and correspondence to ensure compliance with procedures, adherence to policy and grammatical usage.
  • Ensure rigorous formatting standards for legal instruments and forms, gather all relevant documentation for immigration application materials prepared by the Specialist; assess completeness and readiness for said review and ensure follow-up as needed.
  • Perform various administrative duties: screen and handle incoming telephone calls, correspondence and emails, handle confidential files, sensitive documents and incoming mail on a daily basis; draft responses for the Vice-Provost, Manager and Specialist or respond directly on routine matters.
  • Act as liaison between internal and external clients for various tasks.
  • Identify and assess the different aspects of documents and correspondence in order to properly manage immigration files and ensure that appropriate follow-through is taken—such as printing, filing and archiving in a computer database.
  • Prepare information sessions, pamphlets and websites on topics such as settling at Concordia and in Montreal, Quebec and Canada (i.e., housing, health insurance, Concordia services, etc.).
  • Serve as a welcoming point and resource for external speakers—including senior leaders from within and outside the university—participating in leadership development programming, including assisting said speakers with travel and accommodation.
  • Prepare files, documents and materials for training sessions, presentations and special projects; participate in the development and delivery of information sessions for faculty members and senior university leaders.
  • Perform online research on issues of relevance to the portfolio (i.e.: immigration; equity, diversity and inclusion; human rights legislation; and, provincial and federal regulations).


  • Diploma of Collegial Studies (3-year technical program) in a field pertinent to the primary responsibilities with four to seven years of relevant experience in university administration or legal practice.
  • Familiarity with legal or policy environment, including legal language and drafting desirable.
  • Experience working with senior university administrators and faculty members is an asset.
  • Good spoken French and English (Level 4) in order to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both official languages.
  • Good knowledge (Intermediate Level) of Outlook and Excel and Word.
  • Excellent communication, organizational and interpersonal skills: tact, diplomacy, resourcefulness, sound judgment, initiative and ability to multitask.
  • Ability to report to multiple stakeholders, clear sense of professional boundaries and marked ability to prioritize.
  • Familiarity engaging with high-profile guests and visitors.
  • Excellent reviewing and editing skills; meticulous attention to detail.
  • Uncompromising discretion and confidentiality.
  • Service-oriented demeanour.
  • Ability work outside normal work hours for events.


$28.76 - $34.63 per hour



Interested applicants must submit a curriculum vitae with a covering letter by July 31, 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.

Back to top

© Concordia University