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: September 10, 2019
Deadline: September 23, 2019
Grade: 9*


Amended posting.


Reporting to the Director, Centre for Interdisciplinary Studies in Society and Culture (CISSC), the incumbent coordinates the activities of the Director of the Centre as well as those of the Director of the PhD in Humanities program (HUMA Director) and assists the latter in the management of the PhD in Humanities program. He/she liaises with the Office of the Dean in the Faculties of Arts and Science and Fine Arts, School of Graduate Studies, academic departments and colleges, and other offices.

Primary responsibilities

  • Monitor Directors’ agendas: schedule appointments and committees and prepare all documents required for these meetings and appointments.
  • Organize committee meetings that the directors chair; transcribe the notes of meetings, prepare reports; handle any follow-up, including regular meetings the directors may have with department chairs, associate deans, faculty, students.
  • Log daily correspondence and monitor directors’ electronic mail; respond to urgent messages in their absence. Coordinate and prepare responses on behalf of the directors, as requested.
  • Maintain the filing systems, for the Centre and PhD Humanities.
  • Assist with arranging all travel plans for the directors, visiting lecturers, external examiners, etc., both international and national.
  • Provide accurate information to prospective students on the phone and in-person relating to admission procedures and policies and to current students on matters relating to academic rules and regulations, advising and registration procedures, graduation, etc...
  • Monitor the center’s budget; liaise with Faculties budget offices and Financial Services as necessary.
  • Book rooms, order refreshments, etc... for centre events and for meetings chaired by the directors.
  • Provide information regarding the Centre’s activities to various offices within the university and the broader community; publicize such information via the Centre’s Web page, mailing list and social media
  • Register students in HUMA courses; input data on, and obtain information from various applications of the Student Information System (SIS).
  • Schedule comprehensive exams and thesis proposals defenses.


  • Diploma of Collegial Studies (3-year technical program) in office technology or in a field related to the primary responsibilities and two to four years of related work experience.
  • Training and research experience in a university setting an asset
  • Demonstrated knowledge of the functioning of graduate programs, including recruitment, admissions and administration of graduate programs highly desirable.
  • Good knowledge (Level 4) of spoken and written English and spoken French in order to communicate effectively with the internal community.
  • Good knowledge (Intermediate level) of Word (to create and format documents, create mail merges), Excel (to work with spreadsheets and create reports) and PowerPoint. Knowledge of Access and ability to do data entry using Filemaker desirable.
  • Familiarity with the course management system, SIS, ZIRCON, Banner, and Millenium highly desirable.
  • Excellent decision-making, organizational, communication and interpersonal skills.
  • Proven ability to multi-task, as well as to prioritize in order to work on a variety of projects concurrently.
  • Demonstrated pro-active attitude and problem solving skills.
  • Strong communication and negotiating skills.
  • Excellent attention to detail, ability to work autonomously as well as part of a team.


*Please note this is a Pay Equity designated position PE180-14A and that the associated salary range is $31.56 to $37.95 per hour.



Interested applicants must submit a curriculum vitae with a covering letter by September 23, 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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