Job title: Department Administrator
Company: Concordia University
Job description: Position Number: 50000055 / P1844
Department: Communication Studies and Department of Journalism
Grade: PE538-13B
Campus: Loyola (NDG)
Salary: $94,153.00 – $109,196.00 per annum
Union/Association/HR Policy: ACUMAE
Posting deadline: January 10, 2024
Recognized 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 Department Chairs of Communication Studies & Journalism, the incumbent will ensure the efficient operations of the departments including the management of the financial and human resources The incumbent will supervise non-academic personnel, administrative projects, department course scheduling, and strategic initiatives and are responsible for resolving any major problems which may arise.
PRIMARY RESPONSIBILITIES
- Manage and coordinate the daily operation of the departments: planning, monitoring and initiating improvements to departmental operational policies and practices. Working with and informing the Chairs of relevant issues and maintaining departmental records according to Records Management guidelines.
- Advise and assist faculty and staff regarding university and departmental policies and procedures. Liaise with new part-time and full-time faculty members as they get oriented to the departments; assign Dprint codes, update Directory listings.
- Initiate, establish, and implement policies and procedures regarding non-academic staff, including supervising, hiring, training, disciplining, and assigning work; coordinating workloads, vacations and absences.
- Organize departmental meetings; transcribe and maintain records of minutes of meetings; disseminate administrative and academic material from the Chairs as required. Liaise weekly with the Journalism Strategic Initiatives Coordinator for updates on Journalism events and workshops.
- Administer Concordia University Faculty Agreement (CUFA), and Concordia University Part-time Faculty Agreement (CUPFA) and activate the critical paths relating to these collective agreements ensuring that deadlines are adhered to, and recommendations are forwarded. Advise the Chairs of vital full-time and part-time faculty statistics and projections.
- Develop and maintain the annual departmental course schedule in conjunction with the Chairs; maintain records of yearly course schedules and lists of courses required for undergraduate and graduate academic programs; advise Chairs on offerings needed for academic programs; enter data on SIS for undergraduate and graduate course schedule and into the CJ Building room booking data system. Distribute final schedules to administrative and technical staff.
- Organize and coordinate the hiring of all part-time (regular and reserve) faculty and serve as the resource spokesperson on the Part-time Hiring Committee (PTHC). Compose course postings in English and French and input in FRIS. Coordinate receipt and distribution of Teaching Evaluations for part-time faculty members.
- Coordinate full-time faculty hiring, including advertising, recruitment activities, collecting and compiling documents for dossiers for the Department Hiring Committee (DHC), preparing and sending out appropriate correspondence, contacting short-listed candidates, preparing submission of recommended dossiers to the Department Personnel Committee (DPC) and to the Dean. Compile EDI data for the Office of the Provost.
- Review and approve expense reports and operational expenses on Unity. Maintain an honorarium tracker.
- Manage department operating budgets including Faculty Development Funds and Endowment Funds. Prepare budget reports, to ensure departmental expenditures are in keeping with budgets. Research, compile and analyze information for use in negotiating departmental resources. Prepare annual gift stewardship reports.
- Manage and maintain full-time faculty workloads in FRIS, coordinate full-time remissions, track course preparation stipends.
- Monitor enrolment and admission quotas and provide recommendations as to which courses should be added, maintained, or cancelled.
- Oversee faculty office space assignments; oversee that appropriate access privileges for students, faculty, staff, and academic visitors have been submitted to Security. Prepare annual space inventory for the department of Journalism.
- Organize, coordinate, and supervise major projects, including department appraisals. Work with departmental web coordinators to make sure the web sites are up to date.
- Respond to inquiries from community organizations re: potential internship and job opportunities for students. Work with the Digital Infrastructure Manager to ensure that links to jouropps and comsopps web pages are up to date.
- Process mail, maintain bulletin boards and order stationery supplies. Submit maintenance work orders.
- Monitor Microsoft Team folder accesses and permissions and ensure they are up to date.
QUALIFICATIONS
- Bachelor’s degree and four to seven years of related experience, including at least four years in a supervisory role.
- Excellent knowledge of university policies, procedures, and Collective Agreements.
- Experience in managing a large department in a university environment, preferably in an academic setting with research-intensive faculty members, an asset.
- Evidence of excellent decision-making skills, ability to be discreet and deal with highly confidential matters.
- Experience in managing a medium-sized to large budget
- Good knowledge (Level 4) of spoken and written English and French, to communicate effectively with faculty, staff and students and external organizations, to initiate department policies, procedures and protocols, to draft postings for faculty positions, to write reports, draft correspondence and documentation.
- Good knowledge (Intermediate Level) of Word, Excel, MS Teams, and Outlook.
- Demonstrated exceptional communication and interpersonal skills, with ability to work independently as well as a team, including demonstrated success in developing productive relationships with faculty and colleagues.
- Exceptional organizational and creative problem-solving skills, with ability to set priorities and meet deadlines, and ensure others meet critical deadlines for these two dynamic, fast-paced departments.
- Ability to work under pressure in a fast-paced environment.
- Knowledge of Unity modules, FRIS, SIS, CCMS is an asset.
- Knowledge of Collective Agreements, as well as University policies and procedures 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.
Expected salary: $94153 – 109196 per year
Location: Quebec City, QC
Job date: Fri, 15 Dec 2023 23:12:09 GMT
