Position Number: 50013391 / P7000 Department: Mechanical, Industrial and Aerospace Engineering Grade: PE236-8 Campus: Sir George Williams (Downtown) Salary: $33.35 - $39.69 per hour Union/Association/HR Policy: CUSSU Posting deadline: April 9, 2025 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 Department Administrator, and functionally reporting to the Program Directors, the incumbent provides daily administrative support for the Mechanical, Industrial and Aerospace programs, by providing information, clarification of procedures and policies, and assistance to students, faculty members and the general public as required, and by assisting in the coordination of various aspects of the programs. PRIMARY RESPONSIBILITIES Assist in the administration of academic programs and work-integrated learning programs. Provide academic advising concerning course selection and program requirements. Provide accurate 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 students to other units or individuals as required. Support faculty and students of MIAE in the administration of student related affairs and associated functions by providing information on academic matters and experiential learning offerings to potential and enrolled students. 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. Assist students with problems with registration and decide and grant overrides when appropriate. Meet with and advise all current students, particularly those on conditional and failed standing. Assess and analyze students’ needs, provide course sequencing according to program requirements and help students identify and overcome roadblocks to academic success. Evaluate academic advisement reports for completion of program requirements and notify Student Academic Services of discrepancies as necessary. Process and submit student request documentation to the appropriate internal and external bodies for approval. Ensure appropriate student support, assist on various aspects of student advising and retention, and assess individual profiles against registration requirements. Assist the Program Director in the creation of new course sequences, course planning, review of student files, exceptional cases, etc. Prepare documents, forms, correspondence and reports pertaining to academic programs, as requested. Coordinate and participate in student orientation sessions, workshops and special events within the department. Liaise with the Institute for Co-operative Education and assist with student applications and course sequencing. Liaise with Office of the Registrar on various academic aspects related to undergraduate and graduate students. Liaise with the exams office and coordinate the preparation and submissions of exams. Arrange invigilators for midterm and/or final exams. Assist with progress reports, non-standard admission files, courses outside of programs, and high volume admission and deferral inquiries. Assist in the preparation of curriculum documentation for the university calendar. Perform other tasks as required by the Department Administrator or Program Directors. QUALIFICATIONS Attestation of College Studies (ACS) in Office Studies or a related discipline and two to four years of related work experience. Good knowledge (Level 4) of spoken and written English to communicate with students and faculty and to write correspondence. Basic knowledge (Level 3) of French to be able to respond to program related inquiries. Good knowledge (Intermediate level) of MS Office, especially Word (to prepare letters, course sequences, documents, reports, newsletters) and Excel (to create spreadsheets and derive statistical information from data). Strong skills in using electronic mail systems and calendars (e.g. Outlook). Comfortable using MS Teams and Zoom in one-on-one settings as well as seminar settings. General familiarity with internet searching. Excellent interpersonal and communication skills with the ability to deal effectively with faculty, students and the general public in a professional manner. 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. 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, [email protected] 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.