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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: July 10, 2020
Deadline: July 23, 2020
Grade: 11*


Reporting to the Department Chair, the incumbent manages the day-to-day operation of the Department; coordinates the work for committees, projects, academic scheduling and facilities, monitors the critical path and supervises staff. He/she provides administrative services to faculty members.

Primary responsibilities

  • Manage and coordinate the daily operation of the department, respond to routine queries on behalf of the Chair, and bring to the Chair’s attention non-routine issues requiring his/her direct participation; plan, verify, and execute routine administrative issues related to Chair’s functions, department’s critical path and academic programs.
  • Ensure effectiveness of the department’s administrative processes through planning, revising and updating operating procedures; recommend improvements to existing procedures and policies.
  • Ensure line supervision for frontline support staff (permanent and contractual).
  • Place orders for all departmental expenditures, administer the departmental operating budget as well as all other funds (development and Awards) controlled by the department.
  • Assist the Chair in the organization and management of the department activities: coordinate academic schedules and facilities; prepare course timetable and calendar submissions, and monitor critical path as it relates to Concordia University Full-time Faculty Association (CUFA), Concordia University Part-time Faculty Association (CUPFA) and Teaching and Research Assistants of Concordia University (TRAC) Collective Agreements.
  • Ensure deadlines are met and prepare reports and correspondence on behalf of the Chair.
  • Undertake research, format and edit reports for committees governed by Collective Agreements.
  • Organize and convene meetings, workshops, orientation sessions, and other departmental activities.
  • Assist the Chair in providing orientation and administrative support to all full-time, part-time, affiliate and reserve instructors, as well as Visiting Scholars to the department. Process and generate all part-time and Teaching Assistant (TA) contracts and full-time workload reports via FRIS.
  • Process all paperwork related to full-time faculty processes, including performance evaluations, promotions, sabbaticals, leaves, hiring searches, etc.
  • Perform other duties as required by the Chair.


  • Bachelor's degree in a field related to the primary responsibilities and two to four years of related experience, with at least one year of supervisory experience.
  • Good knowledge (Level 4 of spoken and written English and good knowledge (Level 4) of spoken French to discuss or explain policies, procedures, and regulations. Knowledge of written French is an asset.
  • Good knowledge (Intermediate Level) of Word (insert graphics into documents), Excel (to use mathematical, statistical and financial functions) and PowerPoint (to add graphics and animation to presentations and automate presentations) and knowledge of Adobe Acrobat (to merge and edit documents), in a Macintosh environment.
  • Strong planning, organizational, and problem-solving skills and the ability to set priorities.
  • Proven ability to manage multiple tasks simultaneously in a fast-paced environment.
  • Demonstrated communication and interpersonal skills, with ability to work independently as well as on a team and demonstrated success in developing productive relationships with faculty and colleagues.
  • Exceptional organizational skills, with ability to set and meet deadlines, and ensure others meet critical deadlines.
  • Knowledge of CUFA, CUPFA and TRAC Collective Agreements, as well as University policies and procedures – will be considered an asset.


*Please note this is a Pay Equity designated position PE670-51A and that the associated salary range is $ 74,785.00 to $ 86,729.00 per annum



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