Administrative Assistant

at  Concordia University

Position Number: 50000393 / P1448A
Department: President Administrative Services
Grade: PE115-8
Campus: Sir George Williams (Downtown)
Salary: $32.85 - $39.52 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: August 2, 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.

QUALIFICATIONS

• Diploma of College Studies (two- year pre-university program) and two to four years of relevant experience in an office environment. Knowledge of the university academic infrastructure and administrative practices and regulations is considered an asset.
• Very good knowledge (Level 5) of spoken and written English and French to provide and interpret detailed information in a variety of situations, to write correspondence, and to brief and offer advice on action to be taken.
• Advanced knowledge of Word (format documents, do mail merges, create macros), Excel (create spreadsheets, create and modify chart, do mail merges, create macros), PowerPoint, MS Outlook.
• Superior communication, organizational and interpersonal skills; ability to work well as part of a team.
• Strong planning and organizational skills; ability to establish and respond to priorities.Ability to deal with confidential matters with tact and discretion.
• 
  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.

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.

• Receives, screens and directs visitors to the appropriate individual or conference room, within or external to the Office of the President. Provides general information on university policies and procedures.
• Receives, screens, responds to and redirects telephone calls to the general office line; redirects internal and external requests for information to the appropriate person.
• Coordinates the daily administrative operation of the front desk and acts as liaison with other departments, guests and external stakeholders.
• Responsible for incoming and outgoing correspondence; incoming: sort, date-stamp, log-in, distribute; outgoing: scan, save, prep for mailing, mail, track as required; prepares waybills and mailings for courier packages for all Office staff
• Processes invoices and tracks memberships and membership payments.
• Updates and maintains the President’s contact list.
• Responsible for booking the President’s conference room for internal office staff and community members. Responsible for the upkeep of the President’s conference room including whiteboards and troubleshooting IT issues.
• Acts as Office liaison with IITS, Security, Facilities, copier provider, Digital Store, mail room and other departments as needed.
• Assists with the coordination of meetings and special events as needed, including ordering catering, set up and preparing meeting materials. Tidy up room after meetings.
• Compiles and researches information for Office staff, as needed.
• Assists the Executive Assistant, Agenda with the President’s RSVPs.
• Responsible for the maintenance of the inventory of stationery and office and kitchen supplies; ensures upkeep of shared areas, including reception, conference room and kitchen.
• Assists Office staff in preparing documentation and mailings as needed.
• Responsible for the coordination of the updating of Concordia University information in certain publications.
• Coordination of special projects as needed and requested, e.g. President’s yearly holiday wishes.Perform other duties in support of the Office.