Montreal Quebec Canada
6d ago




Reporting to the Director, Office of the Dean and Faculty Operations, the incumbent provides administrative and logistical support to the Associate Dean, Research and Graduate Studies.

He / she ensures the efficient operation of the office and coordinates the activities of the Associate Dean.

Primary responsibilities

  • Administer the daily operation of the Office of the Associate Dean, Research and Graduate Studies; manage the Associate Dean's agenda and provide administrative support.
  • Organize and confirm meetings for the Faculty Research Committee (FRC); assist with making schedules, prepare review materials for the committees, and ensure that application packages are complete and communicate with candidates to complete the dossiers.
  • Assist the Associate Dean Research and Graduate Studies in soliciting external review letters or any other additional material;
  • prepare agenda and distribute relevant materials to committee members; prepare documents tor final approval by the Associate Dean.

  • Provide administrative support for the adjudication of all university (internal) research funding awards for faculty; ensure that the Faculty's financial allocation is in place for funding rounds and follow up on any related discrepancy with either Financial Services, Advancement, SGS, or the OOR.
  • Provide pre-award support to faculty members for internal research fund competition, disseminate the calls and determine internal deadlines in line with FRC meetings;
  • ensure that basic eligibility requirements are met and follow up with applicants when dossiers are incomplete for all Fine Arts applications in collaboration with the OVPRGS Research Development Advisor.

  • Provide post award support for internal research funding and upon approval of applications, prepare correspondence to applicants;
  • monitor and disperse funds allocated, use spreadsheets to keep up to date financial records on all internal awards distributed and ensure that matching funds have been entered.

  • Coordinate all phases of work related to internal graduate awards for Fine Arts, provide assistance drafting and circulating competition calls and field questions about award competition processes.
  • Receive, process and manage applications, evaluate eligibility, assisting with the administration of adjudication, awards notification, and award management and payroll processing.
  • Organize Standing Committees (including the Faculty Research Committee, VCR Advisory Committee, FOFA Gallery Selection Committee & FOFA Gallery Advisory Committee), schedule meetings, take and distribute minutes and prepare reports.
  • Assist with administrative support regarding the FOFA Gallery and the Visual Collections Repository (VCR), including scheduling meetings, preparing documents, following up with tasks and document review.
  • Reconcile expenditures to Millennium for all operating and restricted accounts managed by the Associate Dean Research and Graduate Studies;
  • prepare and process financial transactions, journal transfers, timesheets, expense claims, contracts, and open research accounts.

  • Organize and provide administrative support to the Associate Dean when they chair committees or work on special assignments for the Faculty.
  • Provide administrative support for all research chair processes including Concordia University Research Chairs (CURC) and Canada Research Chairs (CRC);
  • track timelines for renewal and review of all Fine Arts Research Chairs and organize and confirm meetings for the FRC.

  • Create and maintain spreadsheets for undergraduate and graduate award allocation and ensure complete and thorough population of files.
  • Develop new efficient and effective procedures and workflows for any of the above task.
  • Requirements

  • Diploma of Collegial Studies (3 year technical DEC) in a relevant field and four to seven years of work related experience.
  • Knowledge of University and college systems in Quebec and of Fine Arts Research and Research-Creation practices, as well as familiarity with Art and Design organizations and research institutions desirable.
  • Very good knowledge (Level 5) of spoken and written English and good knowledge (Level 4) of spoken and written French in order to communicate effectively with faculty, staff, students and external contacts.
  • Good knowledge (Intermediate Level) of Word, Excel (including use of formulas and maintaining large spreadsheets) and Power Point.
  • Ability to work under pressure to meet deadlines; ability to multi-task and work on a variety of projects concurrently.
  • Very strong organizational skills, ability to develop efficient and effective procedures and workflows, organizational structures, and filing systems.
  • Strong communication and negotiating skills; ability to work independently and as part of a team.
  • Strong attention to detail.
  • Experience working in the culture industries (galleries, performance venues, etc), with Fine Arts research-creation practices, or art & design organizations are considered assets.
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