Deadline to apply: Fri, Sep 26, 2025

Status: Applicant Pool Closed
Next steps: Shortlisting and interviews in late September and early October; notifications by mid-October.

Job Description

Milieux Institute is an interdisciplinary research hub at Concordia University in Montreal, operating at the intersection of arts, culture, and technology. The institute supports creative experimentation, interdisciplinary training, and collaborative research. We are seeking a part-time Administrative Assistant to support the institute’s daily operations, with a focus on financial and administrative processes. This role is ideal for current students or recent graduates seeking practical experience and professional development in a research environment.

The Administrative Assistant works closely with the operations manager and staff to ensure the smooth execution of administrative tasks. Core responsibilities include preparing and tracking financial and payroll documentation, processing expense reports, assisting with contracts, and providing data support for monthly and year-end processes. Additional responsibilities may include event coordination, communications, and front desk support, contributing to a welcoming and collaborative environment.

Responsibilities

• Prepare and process payroll and financial documentation (timesheets, expense reports, payment requisitions, invoices, etc.).
• Assist with contracts and related administrative workflows in collaboration with HR and Financial Services.
• Track and enter expense and budget data; follow up with internal units as required.
• Provide data support for monthly and year-end reporting processes.
• Support event logistics, including communications with organizers, guests, and suppliers, as needed.
• Assist with travel and hospitality arrangements (hotel bookings, space reservations, etc.).
• Maintain the institute’s filing systems and records.
• Contribute to a welcoming research community by assisting visitors and helping maintain shared spaces.
• Perform other duties as assigned by the manager.

Desired Qualifications and Skills

We understand that candidates may not possess every qualification listed. We encourage applications from individuals who demonstrate potential and a willingness to learn.

• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks and meet deadlines.
• Clear and effective written and verbal communication skills.
• Familiarity with Office365 (Excel, Word, Outlook, Teams, OneDrive/SharePoint).
• Experience with spreadsheets (pivot tables, charts, formulas) is an asset.
• Ability to learn Concordia’s systems (SAP Concur, HR, Financial Services workflows).
• Experience with financial and payroll documentation is an asset.
• Ability to work independently and collaboratively in a team environment.
• Experience in a university or research setting is an asset.
• Proficiency in French is considered an asset.

Salary & Term

Research Office Support $19.45–$24.95/hr (depending on experience and classification).

This position is offered on a term basis (October 1, 2025 – May 31, 2026), contingent upon the institute’s support needs and budget availability.

Equity Statement

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