Administrative Assistant

4 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**:50000391 / P1912
**Department**:Graduate Diploma in Chartered Professional Accountancy (CPA)
**Grade**:PE115-8
**Campus**:Sir George Williams (Downtown)

**Salary**:$30.37 - $36.54 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:May 9, 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 one-year replacement from July 1, 2024 to June 30, 2025**SCOPE**
Reporting to the Manager, Graduate Diploma in Chartered Professional Accountancy Program, the incumbent is the first line of contact for students, prospective students, faculty members, members of the administration and the general public. He/she provides general information and provides the appropriate referral.

**PRIMARY RESPONSIBILITIES**
- Act as liaison and resource contact for students, professors, and external third parties (e.g. CPA Order, exam software providers, etc.) addressing questions/inquiries. Assist the Manager when addressing CPA exam software issues with students, JMSB staff, and CPA Order and exam software provider, as required.
- Assist with the examination process for all courses in the CPA Program. Monitor the Software Dashboard during exams and ensure all exams are properly completed and submitted. Dispatch exam responses to appropriate parties when received.
- Inform students on exam re-evaluation procedures, final examinations deferrals, change of grade.
- Assist Program Advisor in processing student withdrawals, grade update for IP grades received by students on SIS etc.
- Assist Program Advisor in reviewing and maintaining student files as well as potential graduate files and take the necessary procedures to correct any discrepancies, e.g. missing prerequisites, transfer credits, etc.
- Provide logístical and administrative support for CPA Program (e.g. PEP program and Capstone I & II summer school); assist the Manager to oversee the day-to-day operations (room setup, material, IT equipment, seminar attendance sign-in sheets, grades and feedback collection and processing); collect, prepare and distribute material (cases, solutions, etc.).and with the processing of Capstone I & II summer school payments.
- Assist in preparing contracts for course markers in accordance with the policies set out by the program. Process their payments. Maintain accurate records of marker payments by course, by semester.
- Coordinate the preparation and distribution of exams as per University and Program deadlines. If needed, print, photocopy and prepare exams and related materials for professors and students.
- Order textbooks and desk copies. Liaise with publishing representatives and bookstore representative.
- Attend and provide administrative support, as required (e.g., take minutes for CPA Program Committee and sub-committees meetings).
- Assist with the processing of financial transactions including revenue collection, invoices, expense reports, Web requisitions, purchase orders etc.
- Invigilate students during exam re-evaluation process and provide assistance to the Manager. Assist with the hiring and coordination of invigilators for the CPA program including the PEP program midterm and final exams and the Capstone I & II summer school. Process their payments.
- Support marketing, recruitment and retention activities. Under the supervision of Manager, provide administrative support and attend special events (e.g. Open House, information sessions, student orientations and kick-off sessions, etc.)
- Assist in the development, implementation, training and use of new software tools (e.g. Microsoft Sharepoint Collaborative platform, Surpass BTL software, others)
- Maintain a catalogue and update files for all course outlines, final exams and solutions used for each course section, for each academic semester.
- Perform other duties in support of the unit as required by the Manager and Director.

**QUALIFICATIONS**
- Two-year DEC in a related field and two to four years of related experience preferably in an administrative office within an educational environment.
- Demonstrated success and proficiency in providing frontline services to demanding stakeholders.
- Good spoken and written English (Level 4: able to explain policies, procedures, and programs relating to an area of work), good spoken French (level 4) able to respond to work-related questions and Basic

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