Assistant, Administrative and Systems Support

3 weeks ago


Montréal, Canada Concordia University Full time

**Position Number**:50021000 /
**Department**:Office of the Treasurer
**Grade**:GR09
**Campus**:Sir George Williams (Downtown)

**Salary**:$31.12 - $37.43 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:February 16, 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 Executive Assistant to the Treasurer and Chief Investment Officer (CIO) and functionally to the Treasurer and CIO, the incumbent provides administrative, secretarial, and logístical support to the unit, and primarily to the University Treasurer and Chief Investment Officer and his/her respective directors.

**PRIMARY RESPONSIBILITIES**
- Oversee and perform information uploads and interface improvements for specialized investment portfolio management software. Work with provider and project manager to create and develop database integrations, handle maintenance, data cleansing, and migration from various sources.
- Produce customized investment reports, maintain, and perform manual and bulk data uploads, update records using a cloud CRM platform system for policy compliance, tracking, research management, streamlined due diligence, and performance monitoring. Execute scenario testing to ensure all technical requirements are met, and that system configurations, synchronizations and customizations are always functioning properly.
- Respond to time-sensitive government and corporate client meeting requests with the University Treasurer & CIO and his direct reports. Coordinate in person, by telephone/video, prioritize tasks using an online cloud collaboration tool and maintain a Bring Forward and Follow-up system.
- Schedule high volumes of internal and external appointments and executive committee meetings using various video conference platforms for virtual and/or hybrid attendance, manage local conference room bookings, monitor and resolve conflicts when applicable. Manage frequently recurring meetings for the University Treasurer & CIO and his direct reports; Follow up on and file meeting dossiers and other related documents as required.
- Document management: Ensure consistency and integrity of internal documentation for all levels of operations in accordance with University retention rules. Maintain network and cloud file repository system and ensure synchronization with online tool.
- Monitor invoices and submit for payment in accordance with the corresponding budget accounts. Ensure membership renewals are completed and maintain an updated log of the same.
- Organize and establish recurring committee meetings schedules; arrange for catering and reserve conference meeting rooms.
- Record and produce summary meeting notes for internal committees and working groups upon request.
- Assist with the logístical coordination of recurring departmental activities, internal corporate events related to pension, investments, procurement search processes (RFP) and business financing and banking.
- Coordinate travel arrangements and accommodation for office staff and submit expenses claims.
- Execute and follow-up on signature approvals. Maintain and obtain signing authority approvals and certificate of incumbency updates for multiple financial institutions.
- Data entry pertaining to financial reconciliation of internal financial system and risk information management system. Issuance of certificate of insurance in addition to following up with community members and externals regarding insurance claims management; Follow-up and review operational procedures and update records. Respond to standard requests received from both external and internal clients.
- Act as a primary admin responsible for coordinating digital publication and updates, including online newsletters and other materials; ensure overall maintenance of webpages for multiple functional groups.
- Support on campus activities, such as meetings, events, and front desk backup duties, on occasion.
- Perform other duties in support of the unit.

**QUALIFICATIONS**
- Diploma of Collegial Studies (two-year pre-university DEC) in a field related to the primary responsibility with four to seven years of experience.
- Demonstrated ability to work under pressure within tight deadlines and as part of a team
- Good knowledge (Intermediate level) of Word (using styles, TOC), Excel (use formulas to input and analyze spreadsheet data), PowerPo



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