Department Assistant

3 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50021068 /
**Department**:Chemical and Materials Engineering
**Grade**:GR08
**Campus**:Sir George Williams (Downtown)

**Salary**:$28.79 - $34.65 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:March 13, 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**:_This posting represents a contract for the duration of three years.**SCOPE**
Reporting to the Department Administrator, Chemical and Materials Engineering, the incumbent provides front-line services and assists in the day-to-day operations of the Department.

**PRIMARY RESPONSIBILITIES**
- Assist in the daily operation of the department and provide support to faculty, students, staff, and visitors.
- Assist the Department Administrator in overseeing events and functions, ensuring they are well organized and carried out according to arrangements.
- Assist the Department Administrator in maintaining and updating annual purchasing files, compiling budget related data, and collecting the necessary related paperwork.
- Act as the liaison between the department and conference services, the bookstore, and facilities management. Prepare and send general correspondence to faculty and staff regarding departmental policies, guidelines, and procedures.
- Provide general information and services to faculty, students, staff, and the general public, and redirect to other resources appropriately.
- Greet visitors and respond to all in-person, electronic, and telephone inquiries, redirecting to other resources appropriately.
- Maintain an inventory of stationery, office, and kitchen supplies. Order supplies as needed.
- Receive and distribute incoming mail, faxes, couriers, and special deliveries.
- Complete administrative forms, keep records, input and verify data.
- Prepare and maintain sections on the department website, department lists, etc.
- Maintain department files, including VOiP, computers and hardware, office assignment, the Department Emergency Preparedness Plan (DEPP), and Master Committee List, among others.
- Assist with processing teaching assistant contracts: obtain relevant signatures on workload forms and contracts; send reminders regarding unsigned forms and contracts; use TAAS to track the dates of all relevant signatures; coordinate approvals with the Dean’s office; submit copies to teaching assistants and keep departmental records.
- Assist the Department Administrator in issuing card access privileges.
- Provide assistance in document collection and preparation for departmental council, program accreditation and appraisals, and other periodic projects, such as confidential document disposal.
- Book conference rooms, reserve audio-visual equipment and order refreshments as required for meetings and events.
- Assist the Chair of the Department as required. Undertake other tasks as required by the Department Administrator.

**QUALIFICATIONS**
- Diploma of Collegial Studies (2-year pre-university DEC) in a field pertinent to the primary responsibilities and two to four years of related experience, preferably in an academic environment
- Good knowledge (Level 4) of spoken and written English in order to provide departmental information and to draft correspondence; basic knowledge (Level 3) of spoken French in order to respond to program-related in-person, electronic and telephone inquiries. Knowledge of written French is an asset.
- Excellent interpersonal, communication, and organizational skills.
- Ability to work independently and as part of a team.
- Ability to work with delicate, confidential matters and act with tact, discretion, and diplomacy.
- Keen attention to detail, sensitivity to student concerns, resourcefulness.
- Ability to handle a high volume of inquiries and to work in a fast-paced environment.
- Ability to multi-task and prioritize in a busy, diverse, client-oriented service environment, and take initiative.
- Ability to work well under pressure.
- Knowledge of the University environment, academic infrastructure, and administrative practices and regulations is highly desirable.
- Knowledge of undergraduate and graduate programs is highly 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 uni

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