Assistant, Graduate Program

3 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000439 / P1793
**Department**:Journalism
**Grade**:PE236-8
**Campus**:Loyola (NDG)

**Salary**:$30.84 - $36.70 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:June 6, 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 maternity replacement until June 16, 2025**SCOPE**
Reporting to the Department Administrator in Communication Studies and Journalism and functionally to the five Graduate Program Directors in both departments, the incumbent serves as a resource person regarding academic programs and policies for new and returning students and faculty and provides information and assistance regarding academic matters to potential and current students.

**PRIMARY RESPONSIBILITIES**
- Assist the Graduate Program Directors with the promotion of the programs and the recruitment of students; coordinate all promotional materials and organize promotion & recruitment events; maintain the graduate programs website content up-to-date.
- Maintain and organize graduate student files and bring to the attention of the Graduate Program Directors any information of circumstances or events that could have an impact, positive or negative, on the student’s academic performance. Assess and compile all admission documents for incoming students, review transcripts, calculate GPA’s, prepare student files for committee members, send acceptance/refusal letters, assist in the maintenance of databases for potential and current graduate students.
- Coordinate the administrative aspects of the internship programs in all three programs, maintain communication with sites and provide information regarding the program; research potential sites and maintain all documentation regarding internship opportunities.
- Assist in the preparation of new graduate program proposals and program curriculum changes; research graduate program information from other universities; gather statistics on admissions, registrations and retention.
- Make sure students have completed all the requirements for graduation.
- Prepare all teaching assistant contracts in the Faculty Information System (FRIS) for the Department of Journalism; coordinate the signing and processing of all documentation.
- Organize orientation sessions for new students and, based on ongoing dialogues with new students, identify students’ key sources of concern and develop and recommend mechanisms or innovations to address those mechanisms.
- Monitor the students’ progress according to Graduate Studies Policies and Regulations concerning grades of ‘C” or less.
- Act as administrative assistant to the graduate program committee; prepare the agenda and necessary documents for the meetings; record the minutes; maintain files for the committee; investigate issues for the committee as necessary.
- Prepare documentation for curriculum proposals (forms, course descriptions, tables, rationale for changes, etc.) and for program appraisals. Maintain the Thesis Library.
- Assist in the scheduling of theses, to publicize this information within the Department.
- Review AEHE/BCI (Bureau de cooperation interuniversitaire) requests for graduate program students and courses.

**QUALIFICATIONS**
- Attestation of College Studies (ACS) in office technologies with two to four years of experience in an academic office environment or related field, including front line experience.
- Strong interest in working directly with students and helping them resolve program-related issues.
- Good knowledge (Level 4) of spoken and written English and French.
- Good knowledge (Intermediate Level) of Word (to prepare letters, documents and reports), Excel and MS Teams.
- Excellent analytical, organizational, and interpersonal and communication skills, with the ability to work under pressure, meet deadlines, prioritize and balance a diverse workload and take initiative.
- Knowledge of University policies and academic policies and procedures (particularly in the Faculty of Arts and Science), highly desirable. Experience working with graduate programs, considered an asset.
- Discretion and sensitivity dealing with confidential information.
- Proven ability to work in a fast-paced and potentially stressful environment; demonstrated pro-active attitude.
- Demonstrated ability to set, assess, and reassess priorities, analyzes and s

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