Coordinator, Administrative Services

1 month ago

Montréal, Canada Concordia University Full time

**Position Number**:50001030 /
**Department**:Studio Arts
**Grade**:GR09
**Campus**:Sir George Williams (Downtown)

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

**Posting deadline**:March 6, 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 Department Administrator, Studio Arts, the incumbent serves as a resource person for staff and faculty members regarding policies and procedures as they pertain to the Department, the Faculty of Fine Arts, and the University. The incumbent ensures that accurate information is given about Studio Arts, Fine Arts, and University policies and guides pertaining to administration, financial services, human resources, and IT service needs.

**PRIMARY RESPONSIBILITIES**
- In accordance with internal policies and procedures, coordinate department budget and financial processes and assist with creating, verifying, and processing honorarium forms, contracts, invoices, expense reports, journal transfers, timesheets, P-Card reconciliations and payment requisitions through SAP. Maintain budget records of expenditures and commitments. Keep abreast of Departmental, Faculty, and University financial policies, procedures, and guidelines. Communicate and liaise with the Fine Arts Budget Office, Accounts Payable, Financial Services, and Payroll to follow up with missing payments and/or supporting documentation.
- Complete administrative forms, keep records, input and verify data. Prepare and distribute general correspondence to faculty, students and staff regarding departmental policies, guidelines and procedures; assist in preparing documentation and mailings, as needed. Complete administrative tasks requested by the Faculty and the University (i.e., stewardship reports, Masthead updates, work-study reconciliations etc.). Help create and edit departmental course timetable Excel documents. Create and maintain administrative statistics for casual and permanent teaching and non-academic personnel. Maintain and update employment files of contractual and casual staff and technicians (i.e., Notices of Hire, Notices of Hire for Casual Employees etc.).
- Update and maintain departmental directories and maintain an effective office filing system. Update directories through Excel, Outlook, and the Concordia Website in correspondence with IITS. Coordinate office moves and mailbox changes for outgoing and incoming faculty, staff, and technicians. Screen and distribute departmental mail. Coordinate with casual employees assigned with assisting mail distribution between the VA and EV buildings. Maintain filing system (electronic records through SharePoint and FA File Share and physical records), and archive in accordance with university retention rules. In alignment with sustainability principles, establish and prioritize digital and electronic archiving tools. Maintain office supply of inventory and update bulletin boards.
- Coordinate life model hirings and bookings and assist with on-line timesheets through SAP for model hires. As required, hire new models with the Department Administrator and assist new models in connecting to SAP. Verify worked hours with instructors. Provide instructors with model listings.
- Support the department’s IT service needs regarding Moodle, SAP, FRIS, SIS, Office 365 (Teams, SharePoint, Excel, Word, Outlook etc.), directing faculty and staff to the correct IT support channels when required (CDA and IITS). Update and maintain the Program/Area Moodle Hubs and provide access to authorized users as needed. Link and unlink courses to Program/Area Hubs. Post departmental, faculty, and university communications intended for students and faculty to the central Studio Arts Moodle Hub. Answer general faculty questions related to Moodle and direct queries to IITS as needed. Coordinate updates with Studio Arts Moodle Hub site editors.
- Assist with part-time and tenure-track hiring processes, along with FRIS workload letter updates. Annually prepare part-time hiring FRIS posting, tagging, and the preparation of hiring committee files. Schedule and coordinate hiring committee meetings with the Studio Arts program/areas (ARTX, Ceramics, Drawing, Fibres & Material Practices, Intermedia, MFA in Studio Arts, Photography, Print Media, Painting, and Sculpture). Provide administrative and logístical support for ten

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