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Administrator, Thesis

Concordia University

Concordia University

Williamson County, TN, USA
Posted on Wednesday, July 10, 2024

Position Number: 50001562 / P5804
Department: Graduate Studies
Grade: GR11
Campus: Sir George Williams (Downtown)

Salary: $69,159.91 - $82,607.96 per annum
Union/Association/HR Policy: CUPEU

Posting deadline: July 17, 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.

NOTE: This posting represents temporary replacement contract ending February 28, 2025

Reporting to the Manager, Graduate Academic Services, the incumbent provides professional expertise to academic and administrative staff, and to students, in matters related to theses. Additionally, they provide solutions to varying degrees of problems requiring the application of knowledge of thesis regulations, and policies as they relate to graduate programs at Concordia.

• Administer the day-to-day functioning of the thesis office to ensure that policies and procedures are followed. This includes receiving, verifying, and approving initial thesis submissions from doctoral students. Coordinate necessary approvals and liaise with departments as needed.
• Ensure all arrangements for thesis defenses are in place for students and committee members and confirm compliance with thesis policies. Provide guidance to departments on policy adherence and troubleshoot issues, offering solutions when necessary.
• Maintain a listing of doctoral thesis rankings for reference by the Associate Dean.
• Develop and implement streamlined processes for the receipt and circulation of thesis documents and maximize potential of software tools. Explore usability of relevant software tools.
• Maintain and disseminate documentation regarding the thesis process. Recommend changes to procedures and documentation.
• Verify final thesis submission on Spectrum and troubleshoot issues as necessary.
• Update and maintain thesis files and contact IITS as necessary for updates and troubleshooting. Archive files on required cycle.
• Develop and deliver workshops for students; participate in any orientation or information session related to theses.


• Bachelor’s degree in field pertinent to the primary responsibilities and two to four years of related work experience.
• Demonstrated experience in process mapping and process-improvement.
• Demonstrated experience in implementing IT solutions to improve process efficiency.
• Knowledge of Concordia University graduate programs, regulations, and academic policies highly desirable.
• Very Good spoken and written English (level 5) to provide detailed information and compose documents; good spoken French (level 4) to communicate with the public. Basic comprehension of written French to be able to read and understand basic written French.
• Good knowledge (Intermediate level) of Word, Excel, PowerPoint, and Outlook. Knowledge of PeopleSoft SIS highly desirable.
• Demonstrated ability to prioritize work and meet deadlines, and to deal with high volume during peak periods. Excellent interpersonal and organizational skills; ability to work in a team environment and to interact effectively with students, faculty and staff.
• Strong communication skills with the ability to work independently and as part of a team; tact and courtesy; sound judgment; discretion required with regard to personal student information.
• Demonstrated proactive work style; will take initiative to make personal connections with key personnel internally and externally.

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.

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,

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.