Service Assistant

at  Concordia University

Position Number: 50020861
Department: Mel Hoppenheim School of Cinema
Grade: PE255-6
Campus: Sir George Williams (Downtown)
Salary: $27.24 - $32.34 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: April 11, 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 : Posting represents a maternity leave replacement effective until June 3, 2025

QUALIFICATIONS

• ACS (Attestation of Collegial Studies) and two to four years of administrative experience in an office environment, preferably within an educational environment.
• Good knowledge (Level 4) of spoken and written English and French language skills to manage communications, welcome and assist students and visitors.
• Excellent customer service orientation; experience maintaining welcoming professional office space.
• Good knowledge of technology tools, including good knowledge (intermediate level) of Outlook and Word; basic knowledge of Excel, Teams, Forms.
• Superior organizational and interpersonal skills; ability to work with sensitive matters with tact and diplomacy.
• Proven ability to multi-task and prioritize with multiple interruptions in a busy, diverse, client-oriented office environment.
• Ability to build relationships with variety of stakeholders.
• Ability to work as a member of a team and also independently.
• Experience in a university or college environment is an asset.
• Experience and ease in collaborating with creative individuals and individuals from diverse backgrounds is an asset.
• Familiarity with University, Faculty and Department policies, procedures is desirable.
• Knowledge of the Student Information System (SIS), UNITY, Adobe Experience Manager (AEM) is desirable.
  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.

• Welcome all guests to the school by being present at reception during opening hours. Respond to all telephone, in-person and email inquiries received for the School of Cinema. Provide information and assistance to current students, potential applicants to programs, staff and faculty members. Refer inquiries to the appropriate person or department, when necessary.
• Create and prepare correspondence, documents, forms, and reports using appropriate office information systems.
• Triage and distribute school-wide news and events. Maintain and monitor the school’s website and social media. Ensure the department’s bulletin boards are tidy and current.
• Collect and verify applications for in-course awards, TA positions, reserve teaching positions, internships, and independent studies, and follow up with applicants.
• Assist students with registration issues. Respond to, and resolves, all directed inquiries from students to ensure an effective registration process, referring to the Department Assistants as necessary.
• Provide administrative support to various committees. Schedule meetings, prepare agendas and minutes, collect signatures.
• Collect and verify financial documents such as non-employee expense reports and cheque requisitions; follow up with submitters.
• Administer room booking requests.
• Assist with logistics and administration of departmental events, including the annual departmental awards.
• Screen and distribute mail. Assist department members with printing needs, ensure the printer/copier is functional, and liaise with IT Support when necessary. Oversee department’s order and inventory of office supplies.
• Support the Department Administrator and Department Assistants in maintaining the department’s physical and digital filing system in line with Concordia’s records management and archiving guidelines.
• Act as VOIP Coordinator for Cinema.
• Perform other related administrative duties, as requested.