Administrative Coordinator, Graduate and Professional Skills

Job title:

Administrative Coordinator, Graduate and Professional Skills

Company

Concordia University

Job description

Position Number: 50000366
Department: Graduate Studies
Grade: GR09
Campus: Sir George Williams (Downtown)Salary: $33.65 – $40.49 per hour
Union/Association/HR Policy: CUSSUPosting deadline: January 6, 2025Recognized 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.SCOPE
Reporting to the Manager, Graduate Professional Development; the incumbent coordinates the daily operations of Graduate and Professional Skills (GradProSkills) workshops, serving as a key internal resource for graduate students, postdoctoral fellows, student staff and internal and external stakeholders who are engaging with the program.PRIMARY RESPONSIBILITIES

• Plan and implement logistics for all in-person and virtual workshops. Tasks include but are not limited to: scheduling graduate student employees as hosts; liaising with internal and external partners to book workshops; booking physical and virtual rooms; scheduling workshops in the event management system; producing the workshop calendar; uploading information on Moodle sites and enrolling participants; regularly review and update the Udemy learning paths based on feedback and changes. Ensure that the content remains relevant and up-to-date; ensuring workshop documentation is collected, filed and shared accordingly.
• Coordinate day-to-day operations of GradProSkills workshops using the event management system. Tasks include but are not limited to: preparing class lists for upcoming workshops; updating workshop attendance; processing non-attendance fee charges; addressing student queries and concerns related to workshop registration, attendance and certificates; workshop advising to students and other university departments; responding to queries from partners; and timely troubleshooting of workshop and system issues.
• Monitor the GradProSkills email account, phone and appointment bookings to promptly respond to requests.
• Verify & process timesheets from casual employees; ensure accurate coding and entry in the HR system.
• In consultation with Manager, Graduate Professional Development, prepare and send mass email communications using the event management system.
• Maintain content, monitor performance and troubleshoot issues with the GradProSkills event management system and website, in collaboration with IITS and UCS.
• In collaboration with the Manager and Coordinator of Graduate Professional Development, review workshop feedback for areas of improvement, compile and analyze data, prepare reports, and discuss this feedback with partners and student workshop leaders.
• Select and promote courses, as well as build learning paths, for the GradProSkills recommended content on Concordia’ subscribed e-learning platform (i.e. Udemy).
• Process expense claims and invoices related to GradProSkills activities.
• Support the Coordinator, Graduate Professional Development in the hiring of graduate students for the GradProSkills team. Tasks include: screening applicants, scheduling interviews, participating in interviews, conducting reference checks, processing hiring documentation, and conducting student staff training.
• Support the Coordinator, Graduate Professional Development in workshop leader preparation, including dry-runs, training on policies and procedures. Support other team members with workshop leader preparation, including dry-runs and training on policies and procedures.
• Schedule and organize internal and external meetings; book rooms; prepare agenda and meeting documents, produce accurate minutes in English and/or French, and conduct and/or coordinate follow-up.
• Perform other duties as required by the Manager.

QUALIFICATIONS

• Diploma of Collegial Studies (3 yr.) in a field related to the primary responsibilities with two to four years of related work experience. Knowledge of graduate education systems an asset.
• Good spoken and written English (Level 4) and Basic French (Level 3) to interact with students, staff, Faculty, and partners.
• Strong knowledge (intermediate level) of Microsoft Office Excel, PowerPoint, Word, Teams, SharePoint. Knowledge of basic HTML and Udemy an asset
• Diverse experience using an event/course scheduling, contact management and mass

emailing software (e.g. Microsoft Dynamics CRM).

• Excellent organizational skills and ability to multitask in a high-volume environment, while maintaining flexibility.
• Very good communication and interpersonal skills; capability to work with all members of the Concordia community – students, staff and faculty.
• Good knowledge of learning management systems (e.g. Moodle) and teleconferencing software for digital classrooms, webinar and meeting hosting (e.g. Zoom)
• Familiarity with university data sources (Student Information Systems, Unity (Human Resources & Finance).
• Customer-service focused and dedicated to meeting the expectations and requirements of internal and external stakeholders. Knowledge of professional skills training in the Canadian context an asset.
• Excellent attention to detail
• Availability to work overtime during peak periods.
• Availability to work periodic evening or weekend shifts for events.
• Knowledge of the graduate education landscape and systems.

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.caImmigration 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.

Expected salary

$33.65 – 40.49 per hour

Location

Quebec City, QC

Job date

Thu, 12 Dec 2024 05:36:48 GMT

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