Position Number: 50022099 /

Department: Art Education

Grade: GR09

Campus: Sir George Williams (Downtown)

Salary: $35.07 - $42.18 per hour

Union/Association/HR Policy: CUSSU

Posting deadline: September 29, 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 energetic 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 permanent, part-time position (21 hours/week). Exact days and hours are flexible and based on operational requirements.

SCOPE

Reporting to the Department Administrator and functionally to both the Undergraduate Program Director and the Department Administrator, the incumbent serves as a resource person for students and faculty members regarding academic policies and procedures as they pertain to the Department, the Faculty of Fine Arts, and the University. The incumbent ensures that accurate information is given about programs, areas, and majors.

PRIMARY RESPONSIBILITIES

- Provide frontline (in-person, virtually, by phone, or department email) information to the general public, students, faculty and staff for all department programs and majors; review and discuss exceptional requests with the Undergraduate Program Director, Program Coordinators, Student Academic Services, and faculty members as well as communicating admission, registration, transfer, and general program(s) requirements. Provide prompt responses regarding process and admissions-related requests, such as appeals, internal transfers, course exemptions, transfer credit assessments, etc.
- Collaborate closely with the Undergraduate Program Director to manage undergraduate student requests and administrative processes, including admissions, transfers, registrations, and preliminary advising. Provide clear guidance to students and stakeholders on departmental policies, procedures, and program requirements. Support faculty and academic units with escalated student issues, and coordinate with Student Academic Services on registration quotas, course splits, and discrepancy resolution.
- In collaboration with the Undergraduate Program Director, plan and coordinate orientation and registration information sessions. Create portals, organize, and coordinate portfolio submissions in SlideRoom for permissions to register students, including exchange students and students applying through the Bureau de coopération interuniversitaire (BCI).
- Support course administration processes, including online grading systems and teaching assignments for Independent Studies and Internships. Liaise with Student Academic Services regarding change of grades, outstanding grades, general faculty inquiries, and grade reassessment requests.
- Assist the Undergraduate Program Director with departmental recruitment initiatives, including Portfolio Days and Concordia Open House. Coordinate and manage appointments in SlideRoom for the annual Portfolio Days, deliver timely admissions decisions to preadmitted applicants, document and report event outcomes, record recruited students in SIS, and communicate results to Student Academic Services.




- Provide administrative support for the department’s internship & practicum programs. Includes data collection and processing of compliance-based documentation, providing to the University Environmental Health & Safety Office the Insurance (Accident) Coverage, and other tasks as required
- Manage and oversee the portfolio review process in SlideRoom by creating program portfolios, coordinating portfolio assignments, and maintaining and reporting results to the Admissions website for in‑course awards, transfers into the Specialization, and admissions. Collaborate with Student Academic Services to report admissions outcomes for internal transfers and exchange students and liaise regarding Entrance Scholarship candidates. Coordinate with relevant departments—including Student Academic Services, the Admissions Office, and Recruitment Services—to communicate application recommendations and support the initiation and maintenance of student program records.
- Provide administrative support to the Department Curriculum Committee. Prepare and manage all documentation related to the curriculum revision process; assist the Undergraduate Program Director with the curriculum committee and with enacting committee decisions. Liaise and work collaboratively with the Faculty of Fine Arts Academic Programs and Pedagogy Facilitator for editorials in between committee assessments.
- Maintain the department’s webpages including faculty databases, announcements, and recruitment/departmental admissions information.
- Assist the Administrator with administrative tasks including disseminating announcements and events and releasing teaching evaluations; and when needed in the absence of the Department Administrator, provide basic assistance to faculty and staff related to administrative matters. Undertake other tasks related to the efficient functioning of the Department as required or assigned by the Undergraduate Program Director, Department Administrator, or Chair. Under direction of the Department Administrator, ensure timely and complete entry of part-time faculty postings, contracts, and teaching assistant contracts in the appropriate systems.
- Support the Department Administrator in space and office administration tasks, maintaining organized and efficient processes.
- Assist the Administrator with preparation and processing of budget documents, i.e. expense reports, web requisitions, invoices, tuition fees, etc. Follow up with students on payment of fees, e.g. application fees, supplies fees, tuition fees, etc. Assist faculty with the usage of online budgeting tools and software.
- Perform other duties as required in support of the unit, as assigned by the department administrator.

QUALIFICATIONS

- Diploma of Collegial Studies (three-year technical DEC) in a field pertinent to the primary responsibilities and two to four years of related experience.
- Good knowledge (Level 4) of spoken and written English and basic knowledge (Level 3) of spoken and written French, in order to communicate effectively by providing information to faculty, staff, students, and the external community, composing correspondence, and providing academic support and preliminary advising.
- Good knowledge (intermediate level) of Word (drafting and editing documents, along with PDF file conversion); Excel (create and modify spreadsheets), Adobe Acrobat (edit and modify PDF documents),



and Outlook (for correspondence and scheduling).
- Proficient use of electronic organization and communication tools, including Office 365 (Outlook, Teams, SharePoint, OneNote etc.).
- Demonstrated ability to set, assess, and re-assess priorities; analyze and solve problems; multitask; work as part of a team as well as individually, and work well under pressure and with minimal supervision.
- Excellent interpersonal and organizational skills; ability to interact effectively with faculty, staff and students; flexible and professional integrity; approachability; tact and courtesy; proactivity, forward thinking, and results-driven.
- Keen sense of discretion with the ability to maintain confidentiality and manage sensitive files.
- Ability to work in a high-volume environment.
- Working knowledge of Carrefour, the Student Information System (SIS), FRIS, UNITY, AEM, SlideRoom and curriculum management software is an asset.
- Knowledge of University academic policies and procedures is an asset.
- Familiarity with fine arts and art education programs, curriculum, research and/or practices 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.

📌 Coordinator, Undergraduate Services (Canada)
🏢 Concordia University
📍 Canada