Administrator, Management

Position Number: [[positionNumber]]
Department: [[department_obj]], John Molson School of Business
Grade: [[cust_payGrade]]
Campus: [[filter4]]

Salary: [[cust_MinimumRate]] - [[cust_MaximumRate]] per annum
Union/Association/HR Policy: [[filter1]]

Posting deadline: November 26, 2026

Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the role.

Recognized as 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 Chair of the Department, the incumbent manages the department operations on a day-to-day basis. The incumbent is a resource person to the Chair and ensures that procedures adhere to Collective Agreements and provides guidance and information to the Chair, full-time and part-time faculty members, and students.

PRIMARY RESPONSIBILITIES
• Manage all administrative operations of the department; respond to queries on behalf of the Chair; make all decisions regarding non-academic matters; and collaborate with the Chair on relevant issues.
• In collaboration with HR and the Office of the Dean, review and recommend changes to organizational structure and position development for the department.
• Supervise non-academic staff, including hiring, training, performance feedback, establishing workloads, vacations, etc. Ensure that the provisions of the relevant Collective Agreement are followed.
• Advise and inform faculty members of departmental and University policies, processes and deadlines, on academic and non-academic matters.
• Direct efforts to develop and maintain efficient personnel workflow processes. Review, recommend and implement changes to ensure maximum efficiency. Actively develop a culture of collaboration, learning, and continuous improvement.
• Ensure that all aspects relating to academic (CUFA, CUPFA, CREW, Invigilators) and non-academic personnel issues (i.e., tenure, sabbatical leave, promotion, contract renewal, workload, new hires, cdi, performance evaluations, etc.) are met and that Collective Agreement requirements are respected. Organize and coordinate the hiring of part-time faculty and serve as the resource person on the Part-Time Hiring Committees (PTHC). Sensitize the Chair to important upcoming decisions.
• Assist the Chair and full-time faculty members with the hiring of long-term academic visitors. Coordinate with Concordia International as necessary.
• Act as the onsite coordinator of special departmental programs and events, assisting the managers with the promotion and dissemination of special activities, e.g., Dobson Practicum, Honours Program, Departmental Retreats.
• In conjunction with the Chair, develop the annual department course schedule; coordinate program schedules, advise the Chair of course offerings required for academic programs. Coordinate the course evaluations process with the assistance of the Department Assistant.
• Prepare and advise the Chair of vital and necessary full-time and part-time faculty statistics and projections.
• Initiate and manage the course allocation assignments and maintain full-time faculty workloads in FRIS, coordinate course remissions, coordinate and maintain records of yearly course schedules as well as the yearly coordinator listing.
• Apply both the JMSB coordination and marker policies. Process timesheets or contracts for coordination support and marking support ensuring that allocated budgets are respected. Apply Departmental E-Concordia Marking Policy. Review all TRAC workload forms and contracts in FRIS; process and approve them on behalf of the Chair.
• Ensure that the critical paths and deadlines of the CUFA, CUPFA, and CREW Collective Agreements as well as the invigilator processes are understood and adhered to and that recommendations are forwarded as required. Prepare reports and correspondence on behalf of the Chair.
• Collect and analyze information, and prepare reports required by the faculty and/or the University (e.g., Accreditation process, departmental and/or faculty appraisals, undergraduate curriculum review, program development, etc.).
• Administer the budget, in conjunction with the Faculty Financial Officer. Analyze, authorize and approve departmental expenses on behalf of the Chair in compliance with University and Faculty policies and procedures (e.g. expense reports, notices of hire, web requisitions, etc.). Prepare reports and reconcile monthly and annual budgets.
• Organize and participate as a full member of departmental meetings; transcribe and maintain records of meetings; and execute decisions arising from them. Organize special projects and events; e.g. program appraisal, workshops, orientation sessions, open house, etc.
• In coordination with the JMSB’s Facilities Administrator and the Chair, plan office allocations and moves. Approve key requests in the key management system.
• Manage the department document sharing tools (e.g., SharePoint, Teams, Moodle, etc.). Assign authorization for access to appropriate individuals.
• Manage projects: define scope, determine action plan and timeline, coordinate delivery, and report on outcomes and issues.
• Perform other duties in support of the unit.

QUALIFICATIONS
• Bachelor’s degree and two to four years of related work experience, with at least two years in a supervisory role.
• Prior experience working in a unionized environment with Collective Agreements.
• Very good knowledge (Level 5) of spoken and written English and basic knowledge (Level 3) of spoken French to perform administrative duties and to communicate effectively with faculty, staff, and students and with external bodies.
• Good knowledge (intermediate level) of Word and Excel skills in order to prepare letters and spreadsheets.
• Demonstrated proactive attitude in order to follow up on and conclude outstanding issues satisfactorily.
• Ability to work under pressure and take initiative.
• Demonstrated communication and interpersonal skills, with the ability to work independently as well as in a team.
• Exceptional organizational skills, with the ability to set and meet deadlines, and ensure others meet critical deadlines.
• Superior and demonstrated interpersonal and communication skills.
• Discretion and tact.
• Knowledge of the Concordia University community is an asset.
• Knowledge of the University Student Information System (SIS), FRIS and SAP is an asset.
• Knowledge of Concordia University operations is 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, [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.