Executive Secretary to The Dean

2 weeks ago

Montreal, Quebec, Canada Concordia University Full time

Position Number:
/ P5623

Department:
Graduate Studies

Grade:
GR10

Campus:
Sir George Williams (Downtown)

Salary:
$ $40.47 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
March 28, 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.


SCOPE

Reporting to the Manager of Operations, the incumbent coordinates the activities of and provides logístical and administrative support to the Dean of Graduate Studies.


PRIMARY RESPONSIBILITIES

  • Manage the Dean's agenda; schedule internal and external appointments and meetings; enter relevant information in the agenda and update contacts as required. Draft notices and agendas, gather and assemble documents for distribution to members, follow up on action items, schedule and arrange for meeting space and catering.
  • Prepare dossiers for the Dean including compilation of information in preparation of external and internal dossiers. Maintain "bringforward and followup" systems for proper management of documents; organize and maintain confidential files.
  • Prepare orders of proceedings and compose relevant written documentation and briefing notes for the Dean.
  • Prepare files and correspondence, take and transcribe minutes of meetings as it pertains to internal and external meetings and events (this includes ADESAQ, BCI, ACFAS and other Quebecbased organizations, as well as CAGS and CGS).
  • Brief the Dean on issues requiring their immediate attention and follow up as required.
  • Coordinate institutional, special events and conferences sponsored by the Dean.
  • Coordinate all travel arrangement plans for the Dean, both international and national. Prepare travel expense reports and monthly expense reports for the Dean.
  • Process all budgetrelated expenses, and invoices for the school; and expense reports for the Dean; enter data into finance and payroll systems.
  • Provide assistance to the Director with adhoc committees or work groups, or as required.
  • Perform other duties in support of the Office of the Dean.

QUALIFICATIONS

  • Diploma of Collegial Studies (3 yr.) in Office Technology or in a related field and four to seven years of relevant experience including demonstrated experience in senior management offices.
  • Good spoken and written English and French (Level 4) to communicate effectively with faculty, staff, and students and to draft, provide and interpret correspondence, documentation, and reports.
  • Basic knowledge Word and Excel, intermediate knowledge of PowerPoint to assist with presentation preparations.
  • Excellent judgement in assessing scheduling priorities.
  • Good organizational skills and ability to multitask and to establish and follow priorities while maintaining flexibility.
  • Very good communication and interpersonal skills; professionalism and capability to work with senior management.
  • Good discretion with the ability to preserve confidentiality and manage sensitive files.
  • Ability to work in a team.
  • Availability to work overtime when required.
  • Knowledge of Concordia University and graduate education systems considered an asset.


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.


Employment Equity

Accessibility
**Immigration Status

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