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Posted on:
March 9, 2021

March 22, 2021






Reporting to the Department Administrator, and functionally to the Undergraduate Program Director (UGPD), the Program Assistant provides daily administrative support to the Engineering Undergraduate Programs by providing information and assistance to undergraduate students, faculty members and to the general public; he/she coordinates various aspects of the undergraduate programs.

Primary responsibilities

  • Provide academic advising concerning course selection and program requirements; provide guidance in determining courses of action, advocate on behalf of students, and refer them to other units or individuals.
  • Assist the Undergraduate Program Director-Advising, and provide support to Co-Op Program Director, Undergraduate Program Director – Curriculum, and Capstone Coordinator.
  • Liaise with the Registrar’s Office, Student Academic Services and the Institute for Co-operative Education; advise students about admissions procedures, GPA requirements, forms and processes for Co-op programs.
  • Verify and approve student applications for admissions and change of sequence requests.
  • Facilitate the student registration process by providing accurate, current and useful information to students.
  • Handle and prepare documentation related to Undergraduate student requests; bring to the attention of the Undergraduate Program Director information about students’ academic progress.
  • Meet with and advise all current students including Co-op and particularly those on conditional and failed standing; assess and analyze students’ needs, provide course sequencing according to program requirements and help students identify and overcome roadblocks to academic success.
  • Coordinate events for undergraduate students, such as orientation sessions and award ceremonies; set up grade approval steps and release courses for online evaluations.
  • Facilitate the preparation and submissions of final exams, including SUP, ALT and DEF exams; request, schedule, and arrange invigilation for supplemental exams held within the department each term and coordinate special exam sessions.
  • Prepare and submit Undergraduate curriculum proposals for the department on the Provost Tracking Database (forms, course descriptions, tables, rationale for changes, etc.); revise, edit and proof for accuracy.
  • Prepare and distribute agendas, schedule meetings, record and distribute the minutes; report issues with the current curriculum.
  • Assist in preparation of documentation for the Accreditation process of the Engineering Undergraduate programs, participate in the on-site visit; act as a secretary on the Graduate Attributes Committee and on the Teaching and Learning Committee.
  • Assist Capstone and Project Course coordinators with the administrative procedures of the undergraduate project courses.
  • Handle correspondence, maintain databases, extract information from SIS; maintain students’ files.


  • Attestation of College Studies (ACS) in Office studies or a related field and two to four years of related work experience.
  • Prior knowledge working with Student information System (SIS) desirable.
  • Knowledge of the university’s academic policies and procedures is an asset.
  • Good knowledge (Level 4) of spoken and written English to communicate with students and faculty and to write correspondence; basic knowledge (Level 3) of spoken and written French to be able to respond to program related inquiries.
  • Good knowledge (intermediate level) of word processing Microsoft Word (to prepare letters, documents, reports) and Excel (to create spreadsheets and derive statistical information from data).
  • Excellent interpersonal and communication skills with the ability to deal effectively with faculty, students and the general public in a professional manner
  • Excellent organizational skills and attention to detail, with the ability to handle a high volume of inquiries.
  • Self-starter who sets priorities and works well with minimal supervision.
  • Demonstrated ability to work in a team environment.
  • Strong customer service orientation; tact, diplomacy and sensitivity to social and cultural diversity.


*Please note this is a Pay Equity designated position PE236-14A and that the associated salary range is $29.36 to $34.93 per hour.



Interested applicants must submit a curriculum vitae with a covering letter by March 22, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

[How to apply
To ensure your application is considered, please follow these instructions.
1. Submit your document:
Only one (1) document can be submitted. Combine your cover letter, CV and any other documents into a single document.

Please only submit documents in Word or PDF format.

Text in the body of the email will not be included in your application.

2. Name your file:
Please name your document by Last name, First name. Do not include any other information in the file name.
Example: Smith,Mary.doc

3. Subject line of email:
Indicate the position number of the job you are applying to and your Employee ID number (if you are an active (current) employee only.)
Example: P5555 – Employee ID: 0555555

Candidates will receive an email confirmation when submitting their application online. However, only candidates selected for interviews will be contacted. Please allow one (1) working day from the time you send in your application to receive an email confirmation.

Current Concordia staff and faculty: Apply now by following above instructions and emailing [email protected]

All other candidates: Apply now by following above instructions and emailing [email protected]]

  • To help us with our recruitment effort, please indicate in your e-mail /cover letter where ( you saw this job posting.

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