Position Number: 50000653 / P2966

Department: Mechanical, Industrial and Aerospace Engineering

Grade: PE160-9

Campus: Sir George Williams (Downtown)

Salary: $38.33 - $46.09 per hour

Union/Association/HR Policy: CUSSU

Posting deadline: October 7, 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 directly to the Department Administrator, and functionally to the Chair, the incumbent is responsible for the daily operations in the Chair’s Office to ensure that the office runs smoothly and efficiently, including that all deadlines, administrative and academic, are met. The incumbent provides administrative and support services to the Mechanical, Industrial and Aerospace Engineering (MIAE) Department management team.

PRIMARY RESPONSIBILITIES

- Assist in the daily operation of the Department.
- Maintain the Chair’s agenda, i.e. coordinating, organizing and entering in the agenda, all meetings, critical path items or other deadlines (including setting internal deadlines & reminders if need be for the critical paths and other deadlines to be met).
- Organize, collect documents and sometimes act as secretary to departmental meetings, including Department Council, PTHC, DPC, DHC, DRC, DTC and Election Committee as instructed by the Chair. May be asked to take minutes.
- Ensure that the Chair’s Office runs smoothly, including screening, processing and directing incoming mail, e-mail, phone or in-person enquiries from students, faculty and others, as well as maintaining its filing system.
- Act as a liaison with internal (faculty, staff and students) and external stakeholders.
- Main contact person for part-time faculty members. Communicate with CUPFA for special requests, etc. Help part-time professors with textbook orders.
- Prepare reports and correspondence on behalf of the Chair (e.g. DPC reports to recommend affiliate professors).
- Provide administrative support to the Chair and the Department Administrator, including composing and proof-reading letters, memos, reports, and other documents, and then submit them to the Department Administrator and/or Chair for review and signature in a meticulous and prompt manner.




- Provide administrative support related to the critical paths of academic collective agreements, including CUFA and CUPFA (e.g. workloads, new hires, performance evaluations, sabbaticals, contract renewals, tenures, promotions, leaves, recruitments, retirements, postings of part-time courses, contracts, data-entry into FRIS, EIIS, SIS, etc.). Also ensure that Chair’s Office administrative deadlines and procedures are met, including all critical paths provided by the Office of the Dean.
- Coordinate the Chair’s signature for all required documentation.
- Coordinate the course evaluation process and course outline gathering.
- Maintain academic personnel files and others as necessary.
- Verify research contracts for students, postdoctoral fellows, research associates, visiting professors, etc.
- Collect and prepare documents for Concordia USRA and NSERC USRA awards.
- Perform other tasks and assist with special projects and/or events as designated by the Department Administrator or Chair.

QUALIFICATIONS

- Diploma of Collegial Studies (three year technical DEC) and two to four years of related work experience.
- Good knowledge (Level 4) of spoken and written English, in order to be able to express opinions in a sensitive manner and formulate persuasive arguments, interpret detailed information, respond to in-person telephone and email enquiries, give clear explanations and instructions, prepare correspondence, take minutes and create documents. Basic knowledge (Level 3) of spoken and written French.
- Valuable knowledge (Intermediate level) of Word (in order to prepare correspondence, documents and minutes and perform mail mergers), Excel (in order to format charts and input data) and e-mail applications. At ease and curious about new software applications.
- Excellent interpersonal, communication and organizational skills and the ability to work independently and as part of a team.
- Ability to work with delicate, confidential matters with tact and diplomacy.
- Ability to handle a high volume of inquiries and to work in a fast-paced environment.
- Proven ability to multi-task, to prioritize in a busy, diverse, client-oriented office environment, to work well under pressure and take initiative.
- Ability to take and transcribe minutes.
- Prior knowledge working in a university environment and prior experience working with faculty collective agreements is desirable.
- Prior knowledge of university policies and academic policies and procedures,



preferably in the Gina Cody School of Engineering, as well as familiarity with the University’s undergraduate and graduate programs is highly desirable.
- Knowledge of Unity, FRIS, SIS & EIIS are assets.

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.

📌 Assistant to the Chair, Mechanical, Industrial and Aerospace Engineering (Montreal)
🏢 Concordia University
📍 Montreal