Type of Position: Full-time; Permanent

Start Date: 2026-04-01

Location: 1455 Blvd de Maisonneuve West, H-711, Montreal, QC, H3G 1M8

Salary/Hourly Rate: $27.15/hour, 35 hours a week

Class: 6

Description and Scope

The Concordia Student Union (CSU) is an organization run separately from the University governing bodies at-large, and was created to represent the voice of the undergraduate student body at Concordia.

A team of elected student executives and 50+ staff work within the Union to represent and advocate for student rights, offer services that make a difference in the lives of the undergraduate student
population, and overall aim to have a positive impact on the student life experience at Concordia.

The CSU is a unionized workplace that values diversity and teamwork. It offers a dynamic and collaborative framework that encourages fresh ideas and active listening, while fostering an inclusive and respectful work environment.

Reporting to the Administrative Coordinator, the Assistant Administrative Coordinator supports the day-to-day administrative operations of the CSU and contributes to the effective delivery of student-facing services and internal administrative systems. The position is responsible for managing CSU bookable venues and coordinating bookings of campus spaces on behalf of the CSU.

This role provides operational and supervisory support to reception and administrative staff, assists with onboarding and training, supports the management of administrative tools and platforms, and contributes to the development and maintenance of policies, procedures, training resources, and student-facing information related to unit services. The Assistant Administrative Coordinator plays a key role in ensuring consistency, accuracy, and accountability across administrative workflows and services.

Responsibilities:

Manage day-to-day front-line administrative operations by supervising and supporting reception staff to ensure consistent and accurate reception services, overseeing administrative and booking workflows, and providing guidance on internal procedures and established practices.
Manage CSU offices, bookable student union venues and the CSU space reservation platform, serving as the primary operational contact for CSU bookable spaces, and ensuring they are functional, accessible, and aligned with the evolving needs of students and the organization.
Support the maintenance and updating of policies, procedures, and content, and contribute to their development and implementation in collaboration with the Administrative Coordinator and CSU leadership.
Coordinate logistics and resource planning to support CSU events, office functions, and organizational initiatives.
Process Emergency Food Fund requests, maintain records, and escalate approved applications for fund issuance.
Manage office tools, equipment, supplies, and digital systems that support administrative and operational functions.
Lead or support the execution of operational projects, continuous improvement efforts, and upper-management-directed initiatives in collaboration with the Administrative Coordinator and CSU leadership.
Onboard and train administrative and reception staff, and contribute to the development and ongoing improvement of onboarding, and operational documentation.
Support departmental budgeting and funding processes by processing invoices, preparing required documentation (including Work Study funding), and assisting with financial tracking and reporting as needed.
Coordinate and administer venue rentals and provide operational support for select revenue-generating initiatives as needed.
Provide reception coverage during staff breaks and absences, as required.
Contribute to the preparation of departmental reports by providing activity updates and relevant information.
Track and document security and safety incidents affecting CSU spaces or operations and escalate issues in accordance with established procedures.
Maintain strict confidentiality in all CSU matters and student-related interactions, including communications, documentation, and data. Ensure appropriate safeguards are in place and uphold integrity, professionalism, and organizational values in all circumstances.
Assist with other duties as assigned or required.

Requirements:

Education: Post-secondary diploma or certificate (DEC, AEC, or university certificate) in Office Administration, Business Administration, Public Administration or related field, or equivalent post-secondary credential.
Training: No training is required.
Licenses/Certifications: No licenses or certifications are required.
Relevant Work Experience: Minimum of 3 years of full-time equivalent progressively responsible administrative or operational experience, including staff support or supervision, coordination of complex workflows, project coordination, contribution to process improvement or system implementation initiatives, and experience developing and applying policies and procedures. Experience supporting organizational change initiatives is preferred. Experience developing training programs or onboarding resources is an asset.
Technical Experience: Demonstrated advanced proficiency in Microsoft 365 (Outlook, Word, Excel, Teams). Experience working with digital workflow or booking systems. Experience with Power Automate or process automation tools is an asset. Experience developing training videos or multimedia training materials is an asset.
Initiative: Demonstrated ability to prioritize competing operational demands, identify inefficiencies, and implement practical improvements while understanding how front-line operations align with broader organizational objectives. Proven ability to draft clear, well-structured policies and formal organizational documentation. Ability to guide and support staff in maintaining service standards and to manage difficult conversations with diplomacy and clarity. Demonstrated ownership of responsibilities with minimal oversight.

Your Benefits:

Once you have been hired, you will be eligible for a wide range of benefits. In addition to competitive compensation, the CSU offers attractive benefits for you and your family:

Annual pay increase
Paid holidays, including the University holiday period, as well as the reading week in the winter semester
Personal days
Paid sick days
Group insurance for you, your spouse and dependents
Employee and family assistance program
Telemedicine
And more

Applications must include:

A current CV; and
A written statement (maximum 1 page) outlining how your experience meets the following requirements, with specific examples:
1. Experience supervising or supporting front-line staff
2. Experience drafting policies or formal organizational documentation
3. Experience contributing to process improvement or systems implementation initiatives
Applicants may also briefly outline how their experience and working style would contribute to the department’s operation and team environment. Responses should be concise, clearly structured, and directly address each
requirement.

How to Apply:
Email your application in a single PDF to jobs@csu.qc.ca by 11:59 p.m. on Sunday, March 22, 2026. Please title the subject of your email “Assistant Administrative Coordinator Winter 2026 – Your full name.” Incomplete applications and applications that do not follow these steps will not be considered.

IMPORTANT NOTES:

Only applicants selected for an interview will be contacted by Friday, April 1, 2026 for an interview slot.
Interviews will be held in person at the CSU office between March 30 and April 3.
Candidates must be available to work 35 hours per week during weekday business hours, scheduled between 8:00 a.m. and 6:00 p.m.
This position is primarily on-site given its operational and supervisory responsibilities. Limited remote work flexibility may be available in accordance with operational requirements.
The selected candidate may also be required to work from the Loyola campus.
For more information, contact Yu Hui Yu by e-mail at yu@csu.qc.ca

To apply for this job email your details to jobs@csu.qc.ca.