Executive Secretary to The Dean

2 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50000628 / P5415
**Department**: Office of the Dean
**Grade**: GR10
**Campus**: Sir George Williams (Downtown)

**Salary**: $33.61 - $40.47 per hour
**Union/Association/HR Policy**: CUSSU

**Posting deadline**: February 21, 2023

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**:

- This posting represents a replacement contract until August 2, 2024._

**SCOPE**
Reporting to the Director of Administration, the incumbent provides administrative and logístical support to the Dean in the Gina Cody School of Engineering & Computer Science.

**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 bring-forward and follow-up system for proper management of documents.
- Screen, review and prioritize oral and written communications addressed to the Dean, respond following consultation with the Dean and the Director of Administration.
- Ensure that directives from the Dean and the Director of Administration are performed in a manner that maintains the efficient and smooth functioning of the Office of the Dean.
- Brief the Dean and the Director of Administration on issues requiring their attention.
- Collaborate with internal and external bodies, individuals and groups on behalf of the Dean and the Director of Administration.
- Take minutes at various faculty committees as required by the Dean and the Director of Administration, including faculty council.
- Coordinate institutional, special events and conferences sponsored by the dean. This includes logistics (catering, AV, order of proceedings), preparation of invitations, mailings and follow up responses.
- Assist in coordinating and providing administrative support for convocation, Faculty Council and Faculty elections.
- Responsible for all travel arrangements plans for the Dean, both international and national. Prepare travel expense reports and monthly expense reports for the Dean. Provide other tasks in support to the office.

**REQUIREMENTS**
- Diploma of Collegial Studies (3-year technical DEC) in Office Technology or in other field pertinent to the primary responsibilities and four to seven years of relevant experience.
- Good knowledge (Level 4) of spoken and written English and French to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both languages.
- Proven record of minute taking.
- Good knowledge (intermediate level) of Word (format documents, do mail merges) and of Excel (create spreadsheets and charts); basic knowledge of PowerPoint (to create presentations), Adobe Acrobat and Outlook. Comfortable using virtual meeting platforms (Zoom, Teams).
- Superior organizational skills and the ability to multitask; ability to work independently and in a team; client-service orientation.
- Excellent judgment in assessing scheduling priorities
- Experience coordinating high profile and large events with multiple stakeholders. Availability to work overtime when required.

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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