Canada Job Openings

Concordia University

Assistant, Undergraduate Program

Montreal

FULL TIME

November 25, 2024


Position Number: 50000451 / P2909
Department: Sociology and Anthropology
Grade: PE236-8
Campus: Sir George Williams (Downtown)


Salary: $33.35 to $39.69 per hour
Union/Association/HR Policy: CUSSU


Posting deadline: December 9, 2024


Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.
Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.
As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.


SCOPE
Reporting to the Departmental Administrator, the incumbent provides undergraduate program information and clarification of procedures and policies to undergraduate students, potential students, faculty, and others regarding academic and administrative matters for the Department of Sociology and Anthropology.


PRIMARY RESPONSIBILITIES
• Provide information for in-person, telephone, and e-mail enquiries regarding undergraduate programs in Sociology and Anthropology, course content, University and departmental policies, and procedures and requirements.
  • Draft letters and other documents for the Undergraduate Programs Director.
  • Maintain files on undergraduate students, bringing to the attention of the Undergraduate Programs Director any information of circumstances or events that could have an impact, positive or negative, on the student’s academic performance.
  • Prepare supporting documentation for the Undergraduate Programs Committee, including preparation and distribution of agendas, scheduling of meetings, recording and distribution of minutes.
  • Organize orientation sessions for new students and, based on ongoing dialogue with new students, identify students’ key sources of concern and develop and recommend mechanisms or innovations to address those concerns
  • Review BCI –( Bureau de coopération interuniversitaire) requests for undergraduate program students and courses.
  • Develop, in writing, procedures for providing information to new students. Create a systematic way to track enquiries, including routine and non-routine ones, and actions taken to address issues. Provide monthly statistical report summarizing findings and identifying trends.
  • Compile and analyze statistics on admissions, registrations, and retention. Identify trends.
  • Prepare documentation for curriculum proposals (forms, course descriptions, tables, rationale for changes, etc.) and for program appraisals. Enter curriculum changes in Concordia Curriculum Management System (CCMS).
  • Liaise between the academic advisors and Undergraduate Programs Director to prepare advisors’ schedules for student meetings. Liaise with representatives in Student Academic Services and the Office of the Registrar on various aspects of student advising and recruitment.
  • Reviews Student Request Forms, Change of Concentration Forms and Exchange Applications for completeness and ascertains if they are suitable for the Undergraduate Programs Director to review.
  • Provide clerical and secretarial support for the main office by replacing the Department Assistant during absences and providing assistance to the Assistant to the Chair and Departmental Administrator during peak periods and absences.
  • Input and retrieve data from the Student Information System (SIS).
  • Undertake other tasks as required by the Undergraduate Programs Director or the Departmental Administrator.

QUALIFICATIONS
  • Attestation of College Studies in a field related to major responsibilities.
  • Two to four years of experience in an academic office setting, including front line service experience. Prior experience working in a university setting is an asset.
  • Good knowledge of Concordia University’s academic and departmental policies and procedures is considered an asset.
  • Very good written and spoken English (Level 4) in order to communicate with students and faculty, express opinions in a sensitive manner and formulate persuasive arguments); Level 3 conversational French (able to respond to program-related in-person and telephone inquiries).
  • Intermediate skills in Word (able to do mail merges), and Excel (able to derive statistical information from data.
  • Proven ability to work independently and as part of a team, with highly developed interpersonal and communication skills.
  • Proven ability to prioritize tasks and work in a complex and fast-paced environment with minimal supervision with excellent organizational skills.
  • Strong interest in working directly with students and helping them resolve program-related issues.
  • Intermediate knowledge of undergraduate faculty curriculum, policies and procedures, as well as undergraduate admissions and registration processes.
  • Available to work overtime during peak registration periods. Participate in Concordia’s semiannual Open House (one day event held on a Saturday in the fall and winter semesters).
  • Knowledge of SIS and CCMS is considered an asset.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.


Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.


IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.

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