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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: February 20, 2020
Deadline: March 5, 2020
Grade: 9*


Reporting to the Department Administrator, the incumbent is responsible for the daily operations in the Chair’s Office, to ensure the office runs smoothly and efficiently. He/she acts as a resource person to faculty and students regarding general departmental/university information. He/she provides accurate and timely information and office administrative support to the Chair, the Department Administrator, Faculty, staff as well as students.

Primary responsibilities

  • Ensure that the Chair’s office runs smoothly by screening, processing, and directing incoming mail (including e-mail) and phone or in-person enquiries from students, faculty, and others.
  • Maintain Chair’s calendar, enter all meetings and critical path deadlines.
  • Coordinate Chair’s signature for all required documentation.
  • Provide administrative support related to critical path of CUFA and CUPFA Collective Agreements (i.e. sabbaticals, contract renewals, tenure, promotions, leaves, recruitment, retirements, data-entry into FRIS, etc.).
  • Review and prepare expense reports for the Chair’s or Department Administrator’s signature, and make deposits.
  • Organize and schedule meetings, gatherings, conferences, and seminars; take minutes of departmental meetings, especially Department of Education Steering Committee (DESC), Program Director’s Meeting, and Department Council, and track all business stemming from these meetings.
  • Prepare teaching assistant (TA) contracts through FRIS and maintain close contact with Payroll to resolve issues related to payment of TAs in conjunction with the Chair and Departmental Administrator; assist students and instructors with online process.
  • Assist with compiling documentation (via FRIS) for PTHC meetings.
  • Assist with and enter data into SIS for course scheduling.
  • Assist with LTA/ETA/Tenure-Track Recruitment process (compile candidate dossiers, coordinate arrangements for interviews on-site and via Zoom/phone, submission of dossiers to Dean’s office).
  • Facilitate the Chair and Department Administrator in ensuring that administrative deadlines and procedures are met as outlined in the CUFA, CUPFA and TRAC collective agreements in accordance with the Critical Path provided by the Dean's Office.
  • Assist with FT faculty processes (Promotion, Tenure, Sabbatical & Contract Renewal); schedule meetings, assist with submission of dossiers to Dean’s office, etc.
  • Compose and proof-read letters, memos, reports, expense claims and other documents and submit to Department Administrator and/or Chair, especially for Student Conference Funding and Department Funds Committee
  • Assist with the promotion, dissemination and outreach of Department activities, services, accomplishments and initiatives (create and edit content for web and email distribution and for hard copy documents, as well as coordinate projects).
  • Maintain full-time faculty complement and department committees listing, etc.; maintain faculty personnel files and others as necessary.
  • Act as backup to Service Assistant.


  • Diploma of Collegial Studies (3-year technical DEC) with two to four years of related work experience working in a University academic department.
  • Advanced knowledge of Concordia University's academic policies and procedures; particularly as they apply to Arts and Science, is desirable.
  • Prior experience working with faculty collective agreements is an asset.
  • Ability to take and transcribe minutes of multi-person meetings, using Robert’s Rules of Order
  • Good knowledge (Intermediate Level) of Microsoft Word, Excel, and Outlook; at ease and curious about new software applications.
  • Knowledge of FRIS is an asset.
  • Proven track record of effective decision-making, organizational, interpersonal, and communication skills.
  • Proven ability to working well under pressure with attention to detail.
  • Ability to multitask and prioritize in a fast-paced, diverse, service-oriented office environment.
  • High degree of professionalism and ability to complete sensitive tasks with discretion and tact.
  • Good knowledge (Level 4) of written and spoken English; basic knowledge (Level 3) of spoken French. Basic knowledge (Level 3) of French written is desirable.
  • Proven ability to work effectively both independently and as part of a team, while prioritizing tasks and taking initiative.


*Please note this is a Pay Equity designated position PE160-14A 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 March 5, 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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