Administrative Coordinator

4 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50000937 / P1813
**Department**: Office of the Vice-President, University Advancement
**Grade**: GR10
**Campus**: Sir George Williams (Downtown)

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

**Posting deadline**: January 18, 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.

**SCOPE**
Reporting to the Director of Communications, University Advancement with a dotted line to the Manager of Donor Engagement and Stewardship, the incumbent provides coordination, research, administrative, budget, editorial, translation and logístical support to the Director of Communications, University Advancement, and the Manager of Donor Engagement and Stewardship as well as their respective teams. They ensure that donor-centric and executive-level projects are prioritized. When required, the incumbent provides additional support to the Special Advisor to the Vice-President of Advancement or the Vice-President of Advancement.

**PRIMARY RESPONSIBILITIES**
- Provide coordination, research, administrative, budget, editorial, translation and logístical support to the Director/Manager. Screen and respond to telephone and in-person inquiries.
- Fact-check, as needed, any reports, letters, publications or mailing lists produced, update addresses, contact information, graduation years as required.
- Enter contact reports and follow-up actions into Advancement database. Extract information including biographical profiles and other related reports. Update records to ensure information is always accurate. Research internal databases and the internet on alumni, donors and activities on campus. Analyze information and prepare effective reports in support of communications and donor engagement.
- Update projects and individual tasks using a project tracking system (Easy Projects) to ensure project timelines are respected and information is efficiently shared between teams.
- Analyze projects and interpret client or stakeholder needs. Help ensure deadlines are met and projects are completed or closed.
- Act as liaison between director/manager, clients, suppliers and/or stakeholders.
- Oversee e-signature process and execution for gift agreements.
- Manage Outlook agendas of Director, Manager and Manager of Publications and Projects, as needed, and organize internal and external meetings. update his/her contacts as required. Produce accurate minutes, agendas, briefing notes and other meeting requirements.
- Oversee the organized, accurate and timely filing of paper and electronic documents. Ensure documents and digital materials are appropriately labeled and/or archived and maintain “bring-forward and follow-up” systems for proper management of documents.
- Process expense reports, cheque requisitions, PCards, TCards and invoices approved by the director, manager, and manager of Publications and Projects.
- Prepare web requisitions and ACCMAs (Authorization to Conclude a Contract by Mutual Agreement).
- Establish and maintain an appropriate inventory of office supplies as well as promotional materials for graduates and donors. Restock when necessary. Ensure equipment is well maintained and arrange for repairs when necessary.
- Perform reception duties when replacement is required; respond to direct inquiries and welcome visitors. Replace executive assistants of sector’s Vice-President and Special Advisor to the Vice-President when needed.
- Prepare documents for the hiring of casual employees as needed.
- Act as primary contact for the ads published in the Concordia University Magazine and Accent newsletters and invoice advertisers.
- Help prepare calls for tender for printing and distribution of the Concordia University Magazine and other products as needed.
- Collaborate in the execution of various stewardship activities such as, but not limited to, management of recognition circles, birthday cards process, events and reporting.
- Perform other duties as required by the director or manager.

**REQUIREMENTS**
- Diploma of College Studies (3-year technical DEC) in Office Technology or in another field pertinent to the primary responsibilities and two to four years of pertinent work experience.
- Very good knowledge (Level 5) of spoken and written English and French in order to compose, translate and proofread English and French language correspondence, documents and

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