Assistant, Graduate Program

4 months ago

Montréal QC, Canada Concordia University Full time

**Position Number**:50000441 / P2113C
**Department**:Political Science
**Grade**:PE236-8
**Campus**:Sir George Williams (Downtown)

**Salary**:$33.35 - $39.69 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:September 16, 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.

**NOTE**:This posting represents a temporary contract until April 18, 2025

**SCOPE**
Reporting to the Department Administrators (Political Science and SCPA) and functionally to the Graduate Program Directors (GPD) and the MPPPA Director (MPPPAD) for all aspects of the graduate programs, the incumbent supports the recruitment and retention initiatives as well as administration of student affairs and related functions by providing information and assistance regarding academic matters to potential and current students. The incumbent serves as a resource person regarding academic programs and policies for new and returning students and faculty, while also cognizant of academic policies and procedures for undergraduate programs as well as the general functioning of the Departments and the University.

**PRIMARY RESPONSIBILITIES**
- Assess and compile all admission documents for incoming students; review transcripts; prepare student files for committee members; send acceptance/refusal letters.
- Maintain and organize graduate student files; monitor grades and retrieve information from the Student Information System.
- Attend and participates in graduate program and curriculum meetings; record and transcribe minutes. Prepare documentation for curriculum proposals (CCMS).
- Assign professors to graduate teaching FCMS.
- Inform current students of course and program requirements, register students, evaluate transcripts for graduation, and set up reading courses, etc. Facilitate admission into courses for all Concordia and non-Concordia graduate students via BCI INTU.
- Organize and schedule committee meetings and events. Process required paperwork and organize meetings for thesis defenses, dissertation and internship exams; comprehensive exams and orientation sessions.
- In consultation with the GPDs, coordinate graduate student awards; prepare TA postings, assignments (FRIS), evaluation, and contracts; maintain and submit quarterly TA report to Department Administrators; maintain TA office hours.
- Enter graduate schedule in university scheduling system; book classrooms for graduate courses.
- Update graduate related-documentation for the university graduate calendar.
- Assign students to graduate-related space.
- Maintain all graduate course outlines.
- Update the Graduate Programs component of the website.
- Replace receptionist and undertake other tasks, as required, by the Department Administrators.
- Update the Graduate Programs Handbooks.
- Maintain agendas for GPDs and MPPPAD.

**QUALIFICATIONS**
- Attestation of Collegial Studies (ACS) and two to four years of related work experience in an academic office environment, including front line service experience.
- Good spoken and written English (Level 4) in order to communicate with students and faculty, give and interpret detailed information/explanations and to write correspondence. Basic spoken French (Level 3) in order to provide general information and to respond to inquiries. Good written French (Level 3) is considered an asset. Familiarity of other languages is considered an asset.
- Intermediate knowledge of Word and Excel (to create, update and maintain documents and spreadsheets); strong familiarity with SIS and FRIS.
- Good knowledge of SGS & FAS Graduate Program policies and procedures is considered an asset.
- Proven ability to work independently as well as as part of a team with students, staff, faculty and general public.
- Excellent interpersonal and communication skills with the ability to deal with difficult situations.
- Experience helping students succeed by providing expert advice.
- Must be able to work under pressure to meet deadlines; ability to multi-task and work on a variety of projects concurrently.
- Knowledge of graduate curriculum, policies and procedures, as well as graduate admissions and registration processes.
- Available to work overtime during peak periods. Participate in open house (one day event, usually on Saturday) in October and February.

Concordia University is an English-language institution of higher learning at

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