Advisor, Academic Personnel
Top Benefits
About the role
Position Number: 50020502 /
Department: Office of the Dean, Faculty of Fine Arts
Grade: GR11
Campus: Sir George Williams (Downtown)
Salary: $79,795.28 - $95,311.35 per annum
Union/Association/HR Policy: CUPEU
Posting deadline: November 10, 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 Administrator, Academic Personnel, the incumbent is responsible for the administration of faculty relations, including but not limited to collective agreements, University and FoFA policies and guidelines. The incumbent provides advice to faculty and staff on matters relating to academic personnel.
PRIMARY RESPONSIBILITIES
• Responsible for monitoring and ensuring FoFA compliance with legal obligations under the CUPFA, CARE, and CREW Collective Agreements; prepare and maintain communications including critical path documents, gather information and follow up on grievances, maintain records. Liaise with Department Administrators and Chairs in academic units, and other offices as required (e.g., FoFA Budget Office, Office of the Provost, Office of Research, etc.).
• Advise faculty and staff on the application of academic personnel collective agreements and University as well as faculty-level policies and procedures. Demonstrate tact and effective interpretation of collective agreements.
• Coordinate, monitor and maintain records of documentation and information related to collective agreements (e.g. course remissions, workloads, banked credits, course assignments, stipends, etc.).
• Maintain accurate data on CUFA workloads and service commitments. Ensure timely information flow amongst Office of the Dean, Office of the Provost, and Departments; run reports to support decision making.
• Prepare documentation related to academic personnel matters for the Dean and Associate Dean's approval and signature (e.g., correspondence, contracts, reports, etc.).
• Coordinate and track CUPFA job postings with departments and Office of the Provost; job advertisements (translation, posting, dissemination, removal), position codes, filing.
• Update, validate and approve part-time faculty contracts, TA assignments and contracts and other documents related to collective agreements including extra duty (service) contracts, remission contracts, and other documents (e.g. reserve courses, seniority, and classification, etc.).
• Oversee implementation of graduate supervision remission process on behalf of the Faculty.
• Keep track of records, workloads, documentation, and changes in a manner which promotes easy retrieval, analysis and reports when required. Maintain spreadsheets and databases. Prepare reports as requested. Synthesize data to support ongoing management and process improvement.
• On behalf of the Office of the Dean compose correspondence pertaining to the CUPFA, CARE, and CREW Collective Agreements for the Dean’s signature as well as responsible for maintaining agenda and preparing documents for meetings/committees.
• Initiate and coordinate searches for academic unit heads such as Department Chairs and/or Associate Deans. Manage process of research funding for Associate Deans.
• Provide training, guidance and support for faculty relations data management systems (e.g., FRIS, HRIS, etc.). Act as resource person to members of FoFA and propose improvements to overall efficiency.
• Oversee onboarding activities for new faculty hires and Teaching Assistants in collaboration with the Associate Dean; including coordinating TA Orientation with the Centre for Teaching and Learning; facilitation of New Faculty Orientation, ensuring resources like the Faculty Handbook are up to date, advising and implementing communications plan for new tenure track hires.
• Provide punctual support to Associate Dean and Administrator portfolios, including occasional meeting coordination and facilitation, CUFA workload coordination, and processing various conversion requests related to banked credits.
• Undertake other duties in support of the Office of the Dean and the Faculty.
QUALIFICATIONS
• Bachelor's degree in a field related to the primary responsibilities with two to four years of relevant work experience in an academic setting.
• Knowledge of and experience interpreting and applying collective agreements and complex university policies and procedures.
• Good knowledge (Level 4) of spoken and written English to draft reports and recommendations, discuss or explain policies, prepare/review written material and provide explanations. Basic knowledge (Level 3) of spoken French.
• Advanced knowledge of Word and Excel; good knowledge (intermediate level) of Outlook, Teams, PowerPoint, and Adobe; good knowledge (intermediate level) of efficient uses of digital information systems.
• Excellent communication and interpersonal skills: ability to deal effectively with staff and faculty, manage deadlines between units with tact and effectiveness.
• Demonstrated organizational skills.
• Proven writing, analytical, and problem-solving skills.
• Ability to work autonomously as well as part of a team.
• Able to work under pressure and meet tight deadlines.
• Extremely conscientious and able to work with confidential information.
• Meticulous attention to detail.
• Working knowledge of the CUPFA, CARE, and CREW Collective Agreements is an asset.
• Working knowledge of Concordia policies and procedures is an asset.
• Experience with the functionality of data management systems (HRIS, FRIS, SAP, etc.) is an asset.
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.
Advisor, Academic Personnel
Top Benefits
About the role
Position Number: 50020502 /
Department: Office of the Dean, Faculty of Fine Arts
Grade: GR11
Campus: Sir George Williams (Downtown)
Salary: $79,795.28 - $95,311.35 per annum
Union/Association/HR Policy: CUPEU
Posting deadline: November 10, 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 Administrator, Academic Personnel, the incumbent is responsible for the administration of faculty relations, including but not limited to collective agreements, University and FoFA policies and guidelines. The incumbent provides advice to faculty and staff on matters relating to academic personnel.
PRIMARY RESPONSIBILITIES
• Responsible for monitoring and ensuring FoFA compliance with legal obligations under the CUPFA, CARE, and CREW Collective Agreements; prepare and maintain communications including critical path documents, gather information and follow up on grievances, maintain records. Liaise with Department Administrators and Chairs in academic units, and other offices as required (e.g., FoFA Budget Office, Office of the Provost, Office of Research, etc.).
• Advise faculty and staff on the application of academic personnel collective agreements and University as well as faculty-level policies and procedures. Demonstrate tact and effective interpretation of collective agreements.
• Coordinate, monitor and maintain records of documentation and information related to collective agreements (e.g. course remissions, workloads, banked credits, course assignments, stipends, etc.).
• Maintain accurate data on CUFA workloads and service commitments. Ensure timely information flow amongst Office of the Dean, Office of the Provost, and Departments; run reports to support decision making.
• Prepare documentation related to academic personnel matters for the Dean and Associate Dean's approval and signature (e.g., correspondence, contracts, reports, etc.).
• Coordinate and track CUPFA job postings with departments and Office of the Provost; job advertisements (translation, posting, dissemination, removal), position codes, filing.
• Update, validate and approve part-time faculty contracts, TA assignments and contracts and other documents related to collective agreements including extra duty (service) contracts, remission contracts, and other documents (e.g. reserve courses, seniority, and classification, etc.).
• Oversee implementation of graduate supervision remission process on behalf of the Faculty.
• Keep track of records, workloads, documentation, and changes in a manner which promotes easy retrieval, analysis and reports when required. Maintain spreadsheets and databases. Prepare reports as requested. Synthesize data to support ongoing management and process improvement.
• On behalf of the Office of the Dean compose correspondence pertaining to the CUPFA, CARE, and CREW Collective Agreements for the Dean’s signature as well as responsible for maintaining agenda and preparing documents for meetings/committees.
• Initiate and coordinate searches for academic unit heads such as Department Chairs and/or Associate Deans. Manage process of research funding for Associate Deans.
• Provide training, guidance and support for faculty relations data management systems (e.g., FRIS, HRIS, etc.). Act as resource person to members of FoFA and propose improvements to overall efficiency.
• Oversee onboarding activities for new faculty hires and Teaching Assistants in collaboration with the Associate Dean; including coordinating TA Orientation with the Centre for Teaching and Learning; facilitation of New Faculty Orientation, ensuring resources like the Faculty Handbook are up to date, advising and implementing communications plan for new tenure track hires.
• Provide punctual support to Associate Dean and Administrator portfolios, including occasional meeting coordination and facilitation, CUFA workload coordination, and processing various conversion requests related to banked credits.
• Undertake other duties in support of the Office of the Dean and the Faculty.
QUALIFICATIONS
• Bachelor's degree in a field related to the primary responsibilities with two to four years of relevant work experience in an academic setting.
• Knowledge of and experience interpreting and applying collective agreements and complex university policies and procedures.
• Good knowledge (Level 4) of spoken and written English to draft reports and recommendations, discuss or explain policies, prepare/review written material and provide explanations. Basic knowledge (Level 3) of spoken French.
• Advanced knowledge of Word and Excel; good knowledge (intermediate level) of Outlook, Teams, PowerPoint, and Adobe; good knowledge (intermediate level) of efficient uses of digital information systems.
• Excellent communication and interpersonal skills: ability to deal effectively with staff and faculty, manage deadlines between units with tact and effectiveness.
• Demonstrated organizational skills.
• Proven writing, analytical, and problem-solving skills.
• Ability to work autonomously as well as part of a team.
• Able to work under pressure and meet tight deadlines.
• Extremely conscientious and able to work with confidential information.
• Meticulous attention to detail.
• Working knowledge of the CUPFA, CARE, and CREW Collective Agreements is an asset.
• Working knowledge of Concordia policies and procedures is an asset.
• Experience with the functionality of data management systems (HRIS, FRIS, SAP, etc.) is an asset.
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.