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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: March 13, 2020
Deadline: April 8, 2020
Grade: 8


Amended posting.


Reporting to the Department Administrator, the incumbent provides administrative support in the daily operation of the School. The Department Assistant is a resource person for students (current and prospective), helping them to navigate the School’s programs and policies.

Primary responsibilities

  • Provide frontline student support and assist with recruitment initiatives. When necessary, refer to program coordinators or faculty advisors. Create and prepare correspondence, documents, forms, reports using appropriate office information systems. Maintain system of files and archives.
  • Provide administrative support for the following student affairs and student-related administrative functions: admissions, transfer of program, registration, advising, timetables, grades, student requests, student awards, curriculum, evaluations. Support on-line admissions. Create and prepare database reports, as required. Receive and distribute student assignments.
  • Support graduate students and programs. Coordinate and process TRAC contracts and graduate awards.
  • Manage schedule of Department Chair. Handle departmental mail. Manage phone system. Process key requests and after-hours access. Book meeting rooms. Order office supplies. Look after photocopy, fax and scanning services. Organize and maintain bulletin boards.
  • Provide administrative support to departmental and program committees. Schedule meetings, prepare agendas, documents and minutes (as required) for committees including School Council, Steering Committee, Part-time Hiring Committee, Department Curriculum Committee, Department Personnel Committee, Department Tenure Committee, among others. Under direction of the Administrator, assure timely and complete communication of committee decisions.
  • Maintain department website. Assist in creation and compilation of promotional material. Maintain contact and media lists. Learn and apply new software as required.
  • In accordance with internal policies and procedures, support department budget processes. Administer class budgets. Post operating budget expenses into database.
  • Perform other duties in support of the unit, as assigned by the Department Administrator.


  • Diploma of Collegial Studies (2-year pre-university program) in a field pertinent to the primary responsibilities and two to four years of related experience.
  • Good knowledge (Level 4) of spoken and written English in order to communicate effectively, providing information to faculty, staff, students, and the external community, composing correspondence, drafting minutes, and providing general administrative support. Good knowledge (Level 4) of spoken French in order to provide information and respond to enquiries, and basic knowledge (Level 3) written French to compose simple documents and correspondence.
  • Good knowledge (Intermediate level) of Word (design, create, and format elaborate correspondence, forms, and reports) and basic knowledge of Excel (create and modify spreadsheets). Working knowledge of Concordia’s website management software and the Student Information System are assets.
  • Knowledge of academic regulations, deadlines, and policies in the Faculty of Fine Arts and/or the University is an asset.
  • Demonstrated experience and/or keen interest in supporting students through the academic cycle.
  • Approachable (demonstrates empathy, patience), composed (is a calming influence in difficult situations) and adept at intercultural communication.
  • Proven ability to take initiative to solve problems, work effectively under pressure, and prioritize tasks in order to meet deadlines.
  • Detail-oriented, highly organized, and exceptional communication skills (written and interpersonal).
  • Able to oscillate between duties in a busy, shared office environment, and to work autonomously with minimal supervision.


$26.72 - $32.14 per hour



Interested applicants must submit a curriculum vitae with a covering letter by April 8, 2020. 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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