Administrative Assistant, Mba and Graduate Programs

2 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000577 / P1921
**Department**:MBA Program
**Grade**:GR09
**Campus**:Sir George Williams (Downtown)

**Salary**:$31.12 - $37.43 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:February 12, 2024

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 Assistant Director, MBA and Graduate Programs in Business Administration, the incumbent provides administrative and logístical support for the various programs offered by the department. He/she provides graduate program information and clarification of procedures and policies to graduate students, potential students, faculty, staff and others, regarding academic and administrative matters for the Programs. Responsible for guiding students from registration to graduation.

**PRIMARY RESPONSIBILITIES**
- Provide administrative and logístical support to the programs; coordinate course and exams scheduling and room bookings for the Programs; assist the Assistant Director in ensuring that the office is run effectively and efficiently.
- Assist the Assistant Director with recruitment, admission and scholarship/awards; support the organization of orientation sessions for new students.
- Responsible for student academic procedural advising; verify that student files are satisfactory and that students have completed all requirements for graduation; assist in the administration of the programs, registration, student requests, etc.; flag any issues to the Assistant Director.
- Ensure that information on program databases, website and Moodle are accurate and up-to-date; monitor JMSB & Concordia websites.
- Provide information and procedural advising to students in relation to Co-op, ISO, CSI, and CSBCB; act as liaison between the MBA and Co-op, ISO, CSI, CSBCB, etc.
- Prepare, evaluate and make recommendations to the Assistant Director on exceptional non-routine student requests, ensuring that proper procedures and policies are followed.
- Monitor students from admission to graduation; compile and assess students’ profiles for academic standing, prepare status reports on all students for academic monitoring and statistical purposes.
- Assist in organizing program committee meetings and attend and take minutes; liaise with program committee members and personnel.
- Inform students about International exchange, independent, and visiting procedures and compile dossiers.
- Process student service requests such as deferrals, withdrawals, change of status, and time limit extensions ensuring that proper procedures and policies are followed.
- Provide support to the Assistant Director for exam scheduling and room bookings for faculty regarding alternate exams.
- Prepare notices of hire and time sheets for invigilators.
- Provide administrative support for the promotional activities of the Programs.
- Prepare and process expenses reports and purchase orders; coordinate program purchases and order office supplies.
- Participate and assist in organizing and coordinating of Program’s events.
- Replace the receptionist when needed.
- Perform other duties as required by the Assistant Director and/or Director in support of the Unit.

**QUALIFICATIONS**
- Diploma of Collegial Studies (two year pre-university DEC) with four to seven years of administrative experience in an office environment.
- Exceptional interpersonal skills and excellent communication skills.
- Excellent organizational skills with the ability to prioritize tasks and to multitask.
- Strong customer service orientation.
- Good knowledge (Level 4) of written and spoken English and French.
- Ability to work independently as well as part of a team.
- Familiarity and knowledge of university regulations, graduate schools or business programs.

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.

**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

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