Position Number: 50020606 /
Department: Advancement Communications Operations
Campus: Sir George Williams (Downtown)
Salary: $69,080.00 - $83,162.00 per annum
Union/Association/HR Policy: HR POLICIES
Posting deadline: August 5, 2026
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.
NOTE: This posting represents a full-time leave replacement until February 26, 2027.
SCOPE
Reporting to the Director of Communications, University Advancement, with a dotted line to the Manager, Donor Engagement and Stewardship, the incumbent plays a keystone role in supporting projects related to university fundraising campaigns, communications and stewardship. They provide coordination, research, administrative, budget, editorial, translation and logistical support to the Director of Communications, University Advancement, and the Manager, Donor Engagement and Stewardship, as well as their respective teams. They also ensure that donor-centric and executive-level projects are prioritized. When required, the incumbent provides support to fellow sector coordinators.
PRIMARY RESPONSIBILITIES
• Provide coordination, research, administrative, budget, editorial, translation and logistical support to the Director/Manager and their teams. Screen and respond to telephone, email, online and in-person inquiries.
• Proofread and compose, as well as coordinate translation, of letters, reports, high-level proposals, discussion documents, speaking notes, emails, ads and publications in both English and French.
• Fact-check, as needed, any reports, letters, publications or mailing lists produced, update addresses, contact information, graduation years as required.
• Enter contact reports and follow-up actions into Advancement (Blackbaud) database. Extract information including biographical profiles and other related reports. Update records to ensure information is always accurate. Research internal databases and the internet on alumni, donors and activities on campus. Analyze information and prepare effective reports in support of communications and donor engagement.
• Update projects and individual tasks using a project tracking system (Easy Projects) to ensure project timelines are respected and information is efficiently shared between teams.
• Analyze projects and interpret client or stakeholder needs. Help ensure deadlines are met and projects are completed or closed.
• Act as liaison between director/manager and their teams, clients, suppliers and/or stakeholders.
• Oversee e-signature process and execution for gift agreements.
• Research donor and graduate information from social media platforms and other sources. Use Microsoft Teams, phone, social media or email to communicate with stakeholders, book meetings, verify connections to university or confirm attendance to sector events.
• Manage Outlook agendas of Director and Manager, as needed, and organize internal and external meetings. Update his/her contacts as required. Produce accurate minutes, agendas, briefing notes and other meeting requirements.
• Oversee the organized, accurate and timely filing of paper and electronic documents. Ensure documents and digital materials are appropriately labeled and/or archived and maintain “bring-forward and follow-up” systems for proper management of documents.
• Process expense reports, cheque requisitions, credit card payments and invoices approved by the director, manager, and manager of Publications and Projects.
• Prepare web requisitions and ACCMAs (Authorization to Conclude a Contract by Mutual Agreement).
• Establish and maintain an appropriate inventory of office supplies as well as promotional materials for graduates and donors. Restock when necessary. Ensure equipment is well maintained and arrange for repairs when necessary.
• Perform reception duties when replacement is required; respond to direct inquiries and welcome visitors.
• Prepare Notice of Hire — Casual Employees (NOHCE) forms.
• Act as primary contact for the ads in Concordia University Magazine and alumni newsletters and invoice advertisers.
• Help prepare calls for tender for printing and distribution of the Concordia University Magazine and other products as needed.
• Manage the [email protected] email address and co-manage the [email protected] and [email protected].
• Collaborate in the execution of various stewardship activities such as, but not limited to, coordination of recognition circles, birthday cards process, events and reporting.
• Perform other duties as required by the director or manager.
QUALIFICATIONS
• Diploma of College Studies (3-year technical DEC) in Office Technology in a field pertinent to the primary responsibilities with four to seven years of experience.
• Very good knowledge (Level 5) of spoken and written English and French, in order to compose, translate and proofread English and French language correspondence, documents and publications.
• Ability to work in Macintosh and Windows environments; good knowledge (intermediate level) of Word (able to create and format documents and do mail merges), Excel (able to create spreadsheets and charts), and PowerPoint (able to create presentations).
• Ability to work with Outlook, research information using the internet and work in a Microsoft Teams environment.
• Very good communication and interpersonal skills.
• Ability to handle a number of projects simultaneously and a complex workload.
• Ability to work as part of a team; ability to establish and follow priorities while maintaining flexibility.
• Capable of working with top management; discreet with a strong sense of confidentiality; tactful and sensitive to diverse cultures and constituents.
• Creative and out-of-the-box thinker.
• Customer service oriented.
• Available to work outside normal working hours on occasion.
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, [email protected]
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.
