Administrative Coordinator, Alumni Relations
Top Benefits
About the role
Position Number: 50000397 / P5392
Department: Alumni Relations Operations
Grade: GR09
Campus: Sir George Williams (Downtown)
Salary: $35.07 - $42.18 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: October 1, 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 Senior Director, Alumni Relations, the incumbent provides administrative, secretarial, and logistical support to the Senior Director, Alumni Relations and to the entire Alumni Relations/Events unit.
PRIMARY RESPONSIBILITIES
• Acts as the primary contact for Alumni Relations; answers telephone inquiries and redirects accordingly, answers and triages mail and e-mail inquiries; provides research, administrative, budget and logistical support to the Senior Director, Associate Director and Manager.
• Drafts and prepares letters, memos, reports and forms for the Senior Director’s signature.
• Monitors budgets, expenditures, and inventory; ensures proper accounting procedures are observed.
• Processes, invoice, cheque requisitions, travel and promotional expenses; complete and submit expense reports for Senior Director and Associate Director, track and log expenses internally.
• Makes travel arrangements and books accommodations and transportation for Senior and Associate Director, Events Manager, Alumni Officers, guest speakers or event hosts, award recipients, etc.
• Supports meetings and functions for volunteers and Alumni colleagues, as required.
• Verifies and enters data; input all updated personal and/or information to Gazelle from sources such as alumni@concordia.ca, all replies to Accent and Now e-newsletters, data obtained at events or from alumni officers.
• Retrieves information from the database (population selections) for list requests and projects; perform research as required and update database when necessary.
• Enters interactions (contact reports) and follow-up actions into advancement database; extract information including biographical profiles and other related reports; update records to ensure information is always accurate; research internal databases and the internet on alumni, donors and activities on campus; analyze information and prepare reports in support of alumni engagement.
• Assists the Manager of events coordinators in the preparation of briefing packages and event calendars.
• Creates and maintains Events Student Assistant calendar, schedule student assistants for events/office work, track hours, etc.
• Manages Student Assistants for Events team: CV submissions, book/schedule and participate in interviewing, create and submit NOHCE/ HR paperwork, direct deposit forms, ensure Employee profiles are up to date.
• Creates, curates and maintains vacation calendar, webinar and videoconference calendar, annual programming overview (At A Glance).
• Performs reception duties when required; directs inquiries and visitors. Replaces executive assistants of sector’s vice-president and associate vice-president when needed; performs other duties as assigned by the Senior Director.
QUALIFICATIONS
• Diploma of College Studies (3-year technical program) in a field pertinent to the primary responsibilities with two to four years of pertinent work experience.
• Basic knowledge of budget/bookkeeping procedures.
• Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively in both official languages.
• Ability to work in Macintosh and Windows environments; good knowledge (intermediate level) of Word (able to create and format documents and do mail merges), Excel (able to create spreadsheets and charts), and PowerPoint (able to create presentations).
• Ability to work with Outlook and to research information using the internet and other sources.
• Familiarity with mainframe database applications; knowledge of electronic mail and the Internet.
• Very good communication and interpersonal skills.
• Customer service oriented.
• Capable of working with confidential information; discreet with a strong sense of confidentiality; tactful and sensitive to diverse cultures and constituents.
• Ability to work as part of a team; ability to establish and follow priorities while maintaining flexibility.
• Ability to handle a number of projects simultaneously and a complex workload.
• Excellent organizational and prioritizing skills; ability to handle a large volume of work during peak periods, and to work under minimal supervision.
• Availability to work flexible hours (particular work schedules) to attend meetings and events, on occasion.
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 Coordinator, Alumni Relations
Top Benefits
About the role
Position Number: 50000397 / P5392
Department: Alumni Relations Operations
Grade: GR09
Campus: Sir George Williams (Downtown)
Salary: $35.07 - $42.18 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: October 1, 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 Senior Director, Alumni Relations, the incumbent provides administrative, secretarial, and logistical support to the Senior Director, Alumni Relations and to the entire Alumni Relations/Events unit.
PRIMARY RESPONSIBILITIES
• Acts as the primary contact for Alumni Relations; answers telephone inquiries and redirects accordingly, answers and triages mail and e-mail inquiries; provides research, administrative, budget and logistical support to the Senior Director, Associate Director and Manager.
• Drafts and prepares letters, memos, reports and forms for the Senior Director’s signature.
• Monitors budgets, expenditures, and inventory; ensures proper accounting procedures are observed.
• Processes, invoice, cheque requisitions, travel and promotional expenses; complete and submit expense reports for Senior Director and Associate Director, track and log expenses internally.
• Makes travel arrangements and books accommodations and transportation for Senior and Associate Director, Events Manager, Alumni Officers, guest speakers or event hosts, award recipients, etc.
• Supports meetings and functions for volunteers and Alumni colleagues, as required.
• Verifies and enters data; input all updated personal and/or information to Gazelle from sources such as alumni@concordia.ca, all replies to Accent and Now e-newsletters, data obtained at events or from alumni officers.
• Retrieves information from the database (population selections) for list requests and projects; perform research as required and update database when necessary.
• Enters interactions (contact reports) and follow-up actions into advancement database; extract information including biographical profiles and other related reports; update records to ensure information is always accurate; research internal databases and the internet on alumni, donors and activities on campus; analyze information and prepare reports in support of alumni engagement.
• Assists the Manager of events coordinators in the preparation of briefing packages and event calendars.
• Creates and maintains Events Student Assistant calendar, schedule student assistants for events/office work, track hours, etc.
• Manages Student Assistants for Events team: CV submissions, book/schedule and participate in interviewing, create and submit NOHCE/ HR paperwork, direct deposit forms, ensure Employee profiles are up to date.
• Creates, curates and maintains vacation calendar, webinar and videoconference calendar, annual programming overview (At A Glance).
• Performs reception duties when required; directs inquiries and visitors. Replaces executive assistants of sector’s vice-president and associate vice-president when needed; performs other duties as assigned by the Senior Director.
QUALIFICATIONS
• Diploma of College Studies (3-year technical program) in a field pertinent to the primary responsibilities with two to four years of pertinent work experience.
• Basic knowledge of budget/bookkeeping procedures.
• Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively in both official languages.
• Ability to work in Macintosh and Windows environments; good knowledge (intermediate level) of Word (able to create and format documents and do mail merges), Excel (able to create spreadsheets and charts), and PowerPoint (able to create presentations).
• Ability to work with Outlook and to research information using the internet and other sources.
• Familiarity with mainframe database applications; knowledge of electronic mail and the Internet.
• Very good communication and interpersonal skills.
• Customer service oriented.
• Capable of working with confidential information; discreet with a strong sense of confidentiality; tactful and sensitive to diverse cultures and constituents.
• Ability to work as part of a team; ability to establish and follow priorities while maintaining flexibility.
• Ability to handle a number of projects simultaneously and a complex workload.
• Excellent organizational and prioritizing skills; ability to handle a large volume of work during peak periods, and to work under minimal supervision.
• Availability to work flexible hours (particular work schedules) to attend meetings and events, on occasion.
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.