Department Administrator
Top Benefits
About the role
Position Number: 50021830
Department: Art Education & Creative Arts Therapies
Grade: PE538-13B
Campus: Sir George Williams (Downtown)
Salary: $106,086.00 - $123,036.00 per annum
Union/Association/HR Policy: ACUMAE
Posting deadline: September 11, 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 Director, Office of the Dean and Faculty Operations and functionally to the Academic Unit Heads, the incumbent provides operational leadership to the Department and high-level support to the Academic Unit Head. The Department Administrator collaborates and works closely with the AUH, and consults a wide variety of department, Faculty and institutional colleagues to support the academic mission. The incumbent manages the daily operation of the unit; oversees resource allocation (finances, non-academic staffing, facilities, etc.); ensures compliance with University policies and collective agreements; manages operations; and resolves any major problems which may arise. They ensure effective communication with internal and external members of the community, and are responsible for planning, monitoring, and reporting on departmental budgets.
PRIMARY RESPONSIBILITIES
• Act as an advisor to the Academic Unit Head on operational, administrative, budgetary and strategic enrolment matters. Serve as a member of the Academic Unit Head’s advisory committee and/or other committees, as appropriate.
• Manage and coordinate the daily operation of the unit; planning, monitoring and initiating improvements to unit operational policies and practices. Working with and informing the Academic Unit Head of relevant issues and ensuring that proper unit records are maintained.
• Manage non-academic staff, including supervising, hiring, training, disciplining, coordinating workloads, vacations, and absences. Promote professional development and training opportunities. Address HR issues promptly and in line with guidelines and policies.
• Advise the leads of department-affiliated units (e.g. non-research Centres) on administrative matters, and of matters of resource allocation.
• Prepare and manage department operating budget including Teaching Assistant budget and non-operating funds as required. Approve and authorize all operational budget expenditures; prepare reports. Research, compile and analyze information for use in negotiating departmental resources.
• Ensure the coordination of unit meetings and special projects such as program and departmental appraisals, accreditations and the dissemination of administrative information.
• Manage the development of annual course timetable. Ensure accuracy of SIS data entry and maintain records of past timetables to facilitate continuous improvement.
• Analyze enrolment, course and admission data to support decision making for annual course and enrolment management. Using a data-informed approach, proactively make recommendations for continuous improvement and process optimization.
• Advise, and recommend courses of action to faculty and staff regarding university and unit policies and procedures.
• Ensure all academic critical paths are respected as well as academic operations, including workload assignments, tracking remissions, curriculum submissions, and procedures related to the academic code.
• Oversee the critical paths for CUFA and CUPFA hiring, CREW (Concordia Research and Education Workers) and invigilator hiring; serve as the resource person for the department hiring committees; and ensure that collective agreements and deadlines are adhered to and recommendations are followed.
• Manage day-to-day physical facilities including recommendations of purchases and replacements, space and office assignments.
• Manage unit communications, including but not limited to, the department website content. Communicate with staff, faculty members, students, internal and external contacts.
• Undertake and perform other duties and special projects in support of the department and Faculty.
QUALIFICATIONS
• Bachelor’s degree in Human Resources, Business Administration or Finance or in a relevant field related to the primary responsibilities and a minimum of seven years of related experience, including at least three years managing staff.
• Good analytical skills. Ability to run queries, prepare reports, analyze and make recommendations based on data and experience. Experience using query/report tools
• Budgeting and financial management experience
• Prior experience working with collective agreements.
• Experience working with university information systems (HR, Finance and Student).
• Demonstrated experience in a university or academic setting, working with faculty members, non-academic staff and students.
• Experience in managing a large unit in a university environment, preferably in an academic setting with research-intensive faculty members an asset.
• Strong leadership qualities and decisiveness.
• Patience, tact and the ability to work with diverse personalities.
• Strong planning, organizational and problem-solving skills, and the ability to set priorities.
• Proven ability to work under pressure in a fast-paced environment.
• Good spoken and written English (level 4) to communicate effectively with faculty, staff and students, to initiate departmental policies, procedures and protocols, to write reports, draft correspondence and documentation. Basic spoken French (level 3) and basic written French (level 3) to communicate with students, staff and faculty.
• Intermediate knowledge of Microsoft Office (Word and Excel) to create and edit documents and spreadsheets.
• Knowledge of SAP, Faculty Resource Information System (FRIS) and Student Information System (SIS) an asset.
• Strong knowledge of Faculty and Staff Collective Agreements (CUFA, CUPFA, CREW, CUSSU, CUPEU, CUUSS-TS, ACUMAE) and University policies and procedures an asset.
• Demonstrated exceptional communication and interpersonal skills with ability to work independently as well as on a team. Demonstrated success in developing productive relationships with faculty and colleagues.
• Evidence of decision-making skills, ability to be discreet and deal with highly confidential matters.
• Exceptional organizational skills, ability to set and meet time-critical deadlines.
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.
Department Administrator
Top Benefits
About the role
Position Number: 50021830
Department: Art Education & Creative Arts Therapies
Grade: PE538-13B
Campus: Sir George Williams (Downtown)
Salary: $106,086.00 - $123,036.00 per annum
Union/Association/HR Policy: ACUMAE
Posting deadline: September 11, 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 Director, Office of the Dean and Faculty Operations and functionally to the Academic Unit Heads, the incumbent provides operational leadership to the Department and high-level support to the Academic Unit Head. The Department Administrator collaborates and works closely with the AUH, and consults a wide variety of department, Faculty and institutional colleagues to support the academic mission. The incumbent manages the daily operation of the unit; oversees resource allocation (finances, non-academic staffing, facilities, etc.); ensures compliance with University policies and collective agreements; manages operations; and resolves any major problems which may arise. They ensure effective communication with internal and external members of the community, and are responsible for planning, monitoring, and reporting on departmental budgets.
PRIMARY RESPONSIBILITIES
• Act as an advisor to the Academic Unit Head on operational, administrative, budgetary and strategic enrolment matters. Serve as a member of the Academic Unit Head’s advisory committee and/or other committees, as appropriate.
• Manage and coordinate the daily operation of the unit; planning, monitoring and initiating improvements to unit operational policies and practices. Working with and informing the Academic Unit Head of relevant issues and ensuring that proper unit records are maintained.
• Manage non-academic staff, including supervising, hiring, training, disciplining, coordinating workloads, vacations, and absences. Promote professional development and training opportunities. Address HR issues promptly and in line with guidelines and policies.
• Advise the leads of department-affiliated units (e.g. non-research Centres) on administrative matters, and of matters of resource allocation.
• Prepare and manage department operating budget including Teaching Assistant budget and non-operating funds as required. Approve and authorize all operational budget expenditures; prepare reports. Research, compile and analyze information for use in negotiating departmental resources.
• Ensure the coordination of unit meetings and special projects such as program and departmental appraisals, accreditations and the dissemination of administrative information.
• Manage the development of annual course timetable. Ensure accuracy of SIS data entry and maintain records of past timetables to facilitate continuous improvement.
• Analyze enrolment, course and admission data to support decision making for annual course and enrolment management. Using a data-informed approach, proactively make recommendations for continuous improvement and process optimization.
• Advise, and recommend courses of action to faculty and staff regarding university and unit policies and procedures.
• Ensure all academic critical paths are respected as well as academic operations, including workload assignments, tracking remissions, curriculum submissions, and procedures related to the academic code.
• Oversee the critical paths for CUFA and CUPFA hiring, CREW (Concordia Research and Education Workers) and invigilator hiring; serve as the resource person for the department hiring committees; and ensure that collective agreements and deadlines are adhered to and recommendations are followed.
• Manage day-to-day physical facilities including recommendations of purchases and replacements, space and office assignments.
• Manage unit communications, including but not limited to, the department website content. Communicate with staff, faculty members, students, internal and external contacts.
• Undertake and perform other duties and special projects in support of the department and Faculty.
QUALIFICATIONS
• Bachelor’s degree in Human Resources, Business Administration or Finance or in a relevant field related to the primary responsibilities and a minimum of seven years of related experience, including at least three years managing staff.
• Good analytical skills. Ability to run queries, prepare reports, analyze and make recommendations based on data and experience. Experience using query/report tools
• Budgeting and financial management experience
• Prior experience working with collective agreements.
• Experience working with university information systems (HR, Finance and Student).
• Demonstrated experience in a university or academic setting, working with faculty members, non-academic staff and students.
• Experience in managing a large unit in a university environment, preferably in an academic setting with research-intensive faculty members an asset.
• Strong leadership qualities and decisiveness.
• Patience, tact and the ability to work with diverse personalities.
• Strong planning, organizational and problem-solving skills, and the ability to set priorities.
• Proven ability to work under pressure in a fast-paced environment.
• Good spoken and written English (level 4) to communicate effectively with faculty, staff and students, to initiate departmental policies, procedures and protocols, to write reports, draft correspondence and documentation. Basic spoken French (level 3) and basic written French (level 3) to communicate with students, staff and faculty.
• Intermediate knowledge of Microsoft Office (Word and Excel) to create and edit documents and spreadsheets.
• Knowledge of SAP, Faculty Resource Information System (FRIS) and Student Information System (SIS) an asset.
• Strong knowledge of Faculty and Staff Collective Agreements (CUFA, CUPFA, CREW, CUSSU, CUPEU, CUUSS-TS, ACUMAE) and University policies and procedures an asset.
• Demonstrated exceptional communication and interpersonal skills with ability to work independently as well as on a team. Demonstrated success in developing productive relationships with faculty and colleagues.
• Evidence of decision-making skills, ability to be discreet and deal with highly confidential matters.
• Exceptional organizational skills, ability to set and meet time-critical deadlines.
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.