Acdv-416 Administrative Secretary

3 weeks ago

Montréal, Canada Dawson College Full time

Nature of the work:

- The principal and customary work of the employee in this employment class consists in carrying out various clerical tasks, including the more complex ones, in collaboration with one or more persons.**Responsibilities**:
- Provide administrative and secretarial assistance to the Dean of Academic Development;
- Manage the agenda, correspondence and travel arrangements of the Dean of Academic Development;
- Assist the Dean in keeping track of dossiers and timelines;
- On behalf of the Dean, follow up with team members and other parties on a number of dossiers;
- Assist the Dean with respect to processing documentation related to timesheets, budgets, inventory, and cheque requisitions;
- Keep track of budgets, prepare purchasing requests and verify payment of invoices;
- Create staffing requests;
- Prepare department reports and documentation, communicate with team members so they provide the necessary information in a timely manner;
- Research and summarize information;
- Prepare drafts of communications for the Dean;
- Attend meetings, take and transcribe minutes, and ensure the necessary follow-up as required;
- Organize, set-up and assist with meetings, workshops and events (organizing materials, reception, equipment, room bookings, catering, etc.);
- Liaise and consult with college departments and external partners on behalf of the Dean;
- Update information on SharePoint and websites;
- Provide general administrative support for the various operations carried out by the department, as appropriate.
- Monitor the inventory of the office supplies and ensure that appropriate levels are maintained.
- Perform other related tasks.

**Requirements**:

- Qualifications:

- To have a diploma of vocational studies (DEP) in an appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority and have four (4) years of pertinent experience.
- Conditions:
- Experience working in a CEGEP or post-secondary institution is preferred;
- Excellent interpersonal, organizational skills and multi-tasking skills;
- Ability to work autonomously and within a team;
- Ability to maintain department standards with respect to the confidentiality of information;
- Advanced written and oral English communication skills (testing may be required);
- Intermediate written and oral French communication skills (testing may be required);
- Intermediate Outlook, Word and Excel skills (testing may be required);
- Basic Adobe Acrobat skills, an asset;
- Knowledge of SharePoint, WordPress and Clara, an asset;

**Comments**:
Please note that a cover letter addressed to Laura Smith is mandatory. If your work experience has changed since your last visit, be sure to attach an updated resume.

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