Service Assistant

2 weeks ago

Montreal, Quebec, Canada Concordia University Full time

Position Number:

Department:
Mel Hoppenheim School of Cinema

Grade:
PE255-6

Campus:
Sir George Williams (Downtown)

Salary:
$ $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
SCOPE

Reporting to the Department Administrator, the incumbent provides front line support in the daily operations of the School of Cinema.

The incumbent maintains a welcoming professional environment in the Cinema administrative office and provides general administrative support. They provide information and assistance to students (current and potential), staff, faculty, and visitors.

PRIMARY RESPONSIBILITIES

  • Create and prepare correspondence, documents, forms, and reports using appropriate office information systems.
  • Triage and distribute schoolwide news and events. Maintain and monitor the school's website and social media. Ensure the department's bulletin boards are tidy and current.
  • 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 nonemployee 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.

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 multitask and prioritize with multiple interruptions in a busy, diverse, clientoriented 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.


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 Mo

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