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 7, 2019
Deadline: August 20, 2019
Grade: 8*


Reporting to the Chair of the department, the incumbent provides support in the administration of undergraduate programs by providing information about requirements, procedures, and policies to undergraduate students, potential students, faculty, and others. He/she answers inquiries on program requirements and evaluates students’ academic path for degree and program requirements.

Primary responsibilities

  • Assist in the administration of Undergraduate Programs: provide academic information concerning course selection and program requirements, information on university policies and procedures as well as available student services. Provide guidance in determining courses of action, advocate on behalf of students, and refer them to other units or individuals as required.
  • Handle and prepare documentation related to undergraduate student requests; bring to the attention of the Undergraduate Program Director information about students’ academic progress.
  • Inform the Program Director of curriculum polices and deadlines, update and maintain curriculum changes as well as prepare documents for curriculum proposals in Provost Tracking.
  • Advise current students on proper sequence of courses related to their program options. Follow students’ curriculum path to graduation, perform credit and degree audit for undergraduate students.
  • Advise and assist students on conditional standing and those who have been readmitted; recommend course selection and changes.
  • Inform faculty members on deadlines for final exam questionnaire submission; coordinate deferred, supplemental and alternate exams submission, grade evaluation requests between faculty and exam’s office.
  • Facilitate the student registration process by providing accurate, current and useful information to students. Stay up to date with changes in curriculum, student registration policies and programs, decide and grant overrides when appropriate.
  • Handle correspondence, maintain databases, extract information from SIS; maintain students’ files and assist with day-to-day functioning of the department, such as mail delivery and supply stocking.
  • Assist the UPD with outreach and student recruitment, including new student’s orientation sessions and Open House. Keeps abreast of university new student services.
  • Liaise with: student groups such as SoPhiA; Facilities Management for building maintenance; and with the Examinations Office, and Access Center for Students with Disabilities. Facilitate the preparation and submissions of final exams.


  • Attestation of College Studies (ACS) in a field related to the primary responsibilities and two to four years of related work experience, such as in an academic office setting or related positions.
  • Ability to take and transcribe minutes.
  • Experience in event promotion and outreach desirable.
  • Good knowledge (Level 4) of spoken and written English to communicate with students and faculty and to write correspondence; basic knowledge (Level 3) of spoken French to respond to program related inquiries.
  • Good knowledge of Word (to prepare letters, documents, reports) and of Excel (to create spreadsheets and derive statistical information from data). Knowledge of SIS, Provotrack, and AEM assets.
  • Excellent interpersonal and communication skills with the ability to deal effectively with faculty, students and the general public in a professional manner, and to lead and coordinate volunteers at events.
  • Excellent organizational skills and attention to detail, with the ability to handle a high volume of inquiries.
  • Self-starter who sets priorities and works well with minimal supervision.
  • Demonstrated ability to work in a team environment.
  • Strong customer service orientation.
  • Tact, diplomacy and sensitivity to social and cultural diversity.
  • Availability to work overtime during peak registration periods and to participate in Concordia’s annual Open House (one-day event held on a Saturday).


*Please note this is a Pay Equity designated position PE236-14A and that the associated salary range is $28.62 to $34.04 per hour.



Interested applicants must submit a curriculum vitae with a covering letter by August 20, 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