Administrative Assistant, Act Lab

2 weeks ago

Québec, Canada Concordia University, ACT Lab Full time

Weekly hours: 10 hours (part time position)
Start date: March 2023
End date: September 2023 (possibility of renewal)

**Salary**: $24 per hour

**Tasks**

**Financial operations**:

- Process and submit invoices to Concordia Accounts Payable. Liaise with payees and Concordia Accounts Payable to troubleshoot and resolve issues.
- Fill out and submit expense reports on behalf of managers and individuals outside of Concordia. Liaise with Concordia Accounts Payable to troubleshoot and resolve issues.
- Support employees in filling out and submitting their own expense reports.
- Support team in undertaking inter-institutional transfers and liaise with Concordia Office of Research and institutional partners.

**HR operations**:

- Fill out contracts with employees and managers, obtain approvals and submit required documents. Liaise with employees, managers and Concordia HR to troubleshoot and resolve issues.
- Fill out cheque requisitions, obtain approvals and submit documents. Liaise with employees, managers and Concordia HR to troubleshoot and resolve issues.

**Systems**:

- Implement an internal system for tracking contracts and financial documents.
- Maintain a record of best practices and an up-to-date list of contacts relevant to HR and financial operations at Concordia.

**Coordination and organization**:

- Organize meetings and manage calendars.
- Book spaces for meetings.
- Book and organize travel.
- Undertake some office management tasks, including filling out and submitting requests for key cards and keys.

**Communication and event planning**:

- Circulate announcements, job postings and other similar documents within departments, listservs and on social media.
- Offer organizational support for knowledge mobilization activities, such as managing participant lists for events and coordinating the printing of materials or catering.

**Requirements and skills**
- Excellent written and verbal communication skills in English. Knowledge of French is an asset.
- Proficiency using Zoom, Google tools (docs, sheets, and calendars in particular) and MS Office (Word, Outlook and Excel in particular). Knowledge of Canva, Mailchimp, Eventbrite, Wordpress and Doodle is an asset.
- Excellent time management skills and the ability to prioritize work.
- Keen attention to detail and excellent problem solving skills.
- Strong organizational skills with the ability to multitask.
- Prior experience working as an administrative assistant is an asset.
- Prior experience working with Concordia administrative systems is an asset.

The primary workplace is located in the ER building of Concordia University at the downtown campus. Mostly remote work is possible, but the employee must reside in or in proximity to Montreal.

**Employment Equity**

**Job Type**: Part-time
Part-time hours: 10 per week

**Salary**: $24.00 per hour

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Montréal, QC

Application deadline: 2023-02-15

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