Administrative Assistant
Top Benefits
About the role
Position Number: 50000377 / P4994
Department: Office of Research
Grade: GR08
Campus: Sir George Williams (Downtown)
Salary: $32.45 - $39.05 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: October 30, 2025
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 to the Manager, Vice-President, Research, Innovation, and Impact (VPRII) Operations, the incumbent is responsible for coordinating meetings for the VPRII, including meeting dossier preparation. They respond and direct callers and visitors to the appropriate individual, manage documents and other records. The incumbent schedules meetings and prepares the Office of Research Directors’ meeting folders as required and oversees travel arrangements. They assist different units in the Office of Research (OOR) including, but not limited to, research information system data entry, research ethics, research grants, and research events assistance.
PRIMARY RESPONSIBILITIES
• Coordinate meetings for the Vice-President, Research, Innovation, and Impact. Prepare dossiers for meetings attended by the VPRII. Ensure appropriate follow-up to meeting action items. Replace the other Administrative Assistant in her absence.
• Receive, greet and direct visitors to the appropriate person or area for OVRPII and OOR. Screen and respond to telephone, fax, mail, and email enquiries or re-direct as appropriate.
• Schedule internal and external appointments and meetings; prepare meeting dossiers for OOR/OVPRII directors, required correspondence and any confidential documentation. Follow up on and file meeting dossiers and other documents as required.
• Oversee/arrange travel and accommodation arrangements for OOR directors, prepare expense reports and travel vouchers.
• Assist OOR units with data entry related to the office research information management system; prepare and/or format (including mail merge) routine correspondence such as notification of results from internal funding envelopes and congratulations letters related to external funding competitions.
• Assist the Research Ethics unit with the general ethics inbox, data entry - including opening new HREC and AREC protocol files, processing amendments and approvals, issuing certificates, and annual report coordination.
• Assist the Research Grants unit with Transfer of Funds Agreements - liaise with researchers to provide information regarding the process for receiving funds from another institution; prepare, process, and verify the documents for transfer requests, as appropriate; obtain required documentation; coordinate appropriate signature process; liaise with other institution(s) to execute and process the transferred award.
• Assist the Manager, VPRII Operations or others in the OOR with the logistical coordination of special events related to research/graduate studies/international activities and promotion within the University (including invitations and RSVPs, room bookings, catering etc.).
• Provide logistical support for meetings and events by booking rooms, renting equipment, ordering food and beverages, etc.
• Maintain an effective office filing system, book-keeping and database for all levels of operations and archive in accordance with University retention rules.
• Track and record invoices, journal transfers, and other expenses. Actively follow-up and answer general inquiries in regard to expenses.
• Maintain and arrange for service of office and other equipment; maintain inventory of supplies; process key requests.
• Perform other duties in support of the unit.
QUALIFICATIONS
• Diploma of Collegial Studies (3 year technical DEC) in Administration and Management Technology or in a field pertinent to the primary responsibilities with two to four years of related work experience.
• Good knowledge (Level 4) of spoken and written French and English in order to prepare correspondence and respond to information requests in either language.
• Good knowledge (intermediate level) of Word (to format letters, lists, and do mail merges) and of Excel (to create and format spreadsheets, do graphs, and calculate formulas).
• Demonstrated ability to prioritize work and meet deadlines.
• Strong interpersonal and organizational skills; ability to interact effectively with faculty and staff; good communication skills with the ability to work independently and as part of a team; tact and courtesy; sound judgment; discretion required with regards to confidential l matters.
• Knowledge of university is highly desirable.
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, hr-employment@concordia.ca
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.
Administrative Assistant
Top Benefits
About the role
Position Number: 50000377 / P4994
Department: Office of Research
Grade: GR08
Campus: Sir George Williams (Downtown)
Salary: $32.45 - $39.05 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: October 30, 2025
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 to the Manager, Vice-President, Research, Innovation, and Impact (VPRII) Operations, the incumbent is responsible for coordinating meetings for the VPRII, including meeting dossier preparation. They respond and direct callers and visitors to the appropriate individual, manage documents and other records. The incumbent schedules meetings and prepares the Office of Research Directors’ meeting folders as required and oversees travel arrangements. They assist different units in the Office of Research (OOR) including, but not limited to, research information system data entry, research ethics, research grants, and research events assistance.
PRIMARY RESPONSIBILITIES
• Coordinate meetings for the Vice-President, Research, Innovation, and Impact. Prepare dossiers for meetings attended by the VPRII. Ensure appropriate follow-up to meeting action items. Replace the other Administrative Assistant in her absence.
• Receive, greet and direct visitors to the appropriate person or area for OVRPII and OOR. Screen and respond to telephone, fax, mail, and email enquiries or re-direct as appropriate.
• Schedule internal and external appointments and meetings; prepare meeting dossiers for OOR/OVPRII directors, required correspondence and any confidential documentation. Follow up on and file meeting dossiers and other documents as required.
• Oversee/arrange travel and accommodation arrangements for OOR directors, prepare expense reports and travel vouchers.
• Assist OOR units with data entry related to the office research information management system; prepare and/or format (including mail merge) routine correspondence such as notification of results from internal funding envelopes and congratulations letters related to external funding competitions.
• Assist the Research Ethics unit with the general ethics inbox, data entry - including opening new HREC and AREC protocol files, processing amendments and approvals, issuing certificates, and annual report coordination.
• Assist the Research Grants unit with Transfer of Funds Agreements - liaise with researchers to provide information regarding the process for receiving funds from another institution; prepare, process, and verify the documents for transfer requests, as appropriate; obtain required documentation; coordinate appropriate signature process; liaise with other institution(s) to execute and process the transferred award.
• Assist the Manager, VPRII Operations or others in the OOR with the logistical coordination of special events related to research/graduate studies/international activities and promotion within the University (including invitations and RSVPs, room bookings, catering etc.).
• Provide logistical support for meetings and events by booking rooms, renting equipment, ordering food and beverages, etc.
• Maintain an effective office filing system, book-keeping and database for all levels of operations and archive in accordance with University retention rules.
• Track and record invoices, journal transfers, and other expenses. Actively follow-up and answer general inquiries in regard to expenses.
• Maintain and arrange for service of office and other equipment; maintain inventory of supplies; process key requests.
• Perform other duties in support of the unit.
QUALIFICATIONS
• Diploma of Collegial Studies (3 year technical DEC) in Administration and Management Technology or in a field pertinent to the primary responsibilities with two to four years of related work experience.
• Good knowledge (Level 4) of spoken and written French and English in order to prepare correspondence and respond to information requests in either language.
• Good knowledge (intermediate level) of Word (to format letters, lists, and do mail merges) and of Excel (to create and format spreadsheets, do graphs, and calculate formulas).
• Demonstrated ability to prioritize work and meet deadlines.
• Strong interpersonal and organizational skills; ability to interact effectively with faculty and staff; good communication skills with the ability to work independently and as part of a team; tact and courtesy; sound judgment; discretion required with regards to confidential l matters.
• Knowledge of university is highly desirable.
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, hr-employment@concordia.ca
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.