Position Number: 50000934 / P5875
Department: Project Management
Grade: GR09
Campus: Sir George Williams (Downtown)
Salary: $35.07 - $42.18 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: August 13, 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.
NOTE: This posting represents a temporary one-year replacement contract.
SCOPE
Reporting to the Sr. Director, Project Management and functionally to the Director, Strategic Planning and Development, Facilities Management., the incumbent assists and supports the daily activities within the Project Management unit and the Strategic Planning & Development unit of Facilities Management.
PRIMARY RESPONSIBILITIES
• Manage the Sr. Director’s agendas and work schedules. Organize meetings, conference calls, webinars, conferences and bookings. Coordinate schedules and logistics, and proactively arrange for the pertinent information, documents, media and equipment required.
• Manage email, and other forms of communications and requests. Prioritize, coordinate and delegate requests to direct reports and departmental contributors. Collect and reconcile information in order to prepare and manage responses and follow ups.
• Track, file and log administrative documents requiring multiple levels of approval. Maintain and develop guides, processes and tools to ensure Direction’s employees learn and follow established Department and University controls, policies and guidelines.
• Work closely and collaboratively with the Administrative staff of the Associate Vice President, Senior Directors and Directors and Managers of Facilities Management. Provide back up during vacations and other absences.
• Support projects/programs managed by the Sr. Directors requiring research, writing, proofreading (translation when required), and follow-up. As needed, create web reqs, prepare contracts and other purchasing related documents. Prepare agendas and report minutes.
• Undertake other tasks related to the efficient functioning of the Departmental unit as required or assigned by the Managers or the Sr. Directors.
• Provide logistical and administrative support to the Sr. Directors. Manage electronic and paper files by analyzing and classifying documents and emails for appropriate filing and archiving. Ensure compliance with Records Management rules and guidelines and interfaces with Archives for efficient document storage and retrieval.
• Produce, review and update reports and presentations for the entire Direction. Prepare documentation for distribution to committees. Gather the information required to generate dashboards, reports and presentations. Communicate the results as needed.
• Compose on behalf of the Sr. Directors; disseminate executive letters, reports, detailed procedural instructions and other documents.
• Maintain and update employment files of Managers and departmental employees reporting to the Sr. Directors. Create and maintain tracking tools for vacations, personal time, banked time and absences.
QUALIFICATIONS
• Diploma of Collegial studies (3yr) in administration, or a field related to the primary responsibilities and 4 to 7 years of experience in a related field. Experience with institutional/educational institutions an asset.
• Experience in Property Management, Operations Management, Leasing, Project Management and Administrative Management fields. Knowledge of Facilities/Property Management and Construction industries an asset.
• Excellent organizational skills. Detail oriented, efficient, possess problem-solving and administrative skills.
• Works well under pressure, can meet short deadlines and is proactive.
• Excellent interpersonal and communication skills.
• Ability to interpret situations and resolve conflicts with professionalism and discretion.
• Good spoken and written English (level 4) and good spoken and written French (level 4).
• Advanced knowledge of Microsoft Office 365 tools (Outlook, Word, PowerPoint, Teams, SharePoint) and intermediate knowledge of Excel, Power BI, and Forms. Knowledge of SAP’s ERP system an asset.
• Good understanding of computing and automation technologies and administrative and information systems.
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.
