Administrative Assistant

3 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50000393 / P1448A
**Department**: President Administrative Services
**Grade**: PE115-8
**Campus**: Sir George Williams (Downtown)

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

**Posting deadline**:January 13, 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 Assistant to the President, the incumbent is the Office’s first line of contact at the reception desk. They coordinate administrative duties to ensure the smooth and efficient operation of the Office.

**PRIMARY RESPONSIBILITIES**
- Receive, screen and direct visitors to the appropriate individual or conference room, within or external to the Office of the President; provide general information on University policies and procedures.
- Receive, screen, respond to and redirect telephone calls to the general office line; redirect internal and external requests for information to the appropriate person; responsible for incoming and outgoing correspondence and packages.
- Coordinate the daily administrative operation of the front desk and act as liaison with other departments, guests and external stakeholders.
- Process invoices and track memberships and membership payments.
- Update and maintain the President’s contact list; compile and research information for Office staff, as needed.
- Book the President’s conference room for internal office staff and community members; ensure upkeep of the President’s conference room including whiteboards and troubleshooting IT issues.
- Act as the liaison with IITS, Security, Facilities, copier provider, Digital Store, mail room and other departments, as needed.
- Assist office staff in preparing documentation and mailings, as needed.
- Assist with the coordination of meetings and special events as needed, including ordering catering, set up and preparing meeting materials.
- Assist the Executive Assistant, Agenda, with the President’s RSVPs.
- Maintain the inventory of stationery and office and kitchen supplies; ensure upkeep of shared areas, including reception, conference room and kitchen.
- Coordinate the updating of Concordia University information in certain publications.
- Coordinate special projects as needed and requested (e.g. President’s yearly holiday wishes).
- Perform other duties in support of the Office.

**REQUIREMENTS**
- Diploma of College Studies (two year pre-university DEC) and two to four years of relevant experience in an office environment.
- Knowledge of the University’s academic infrastructure and administrative practices and regulations highly desirable.
- Very good knowledge (Level 5) of spoken and written English and French to provide and interpret detailed information in a variety of situations, to write correspondence, and to brief and offer advice on action to be taken.
- Advanced knowledge of Word (format documents, do mail merges, create macros), Excel (create spreadsheets, create and modify chart, do mail merges, create macros), PowerPoint and Outlook; knowledge of Access is an asset.
- Superior communication, organizational and interpersonal skills; ability to work autonomously as well as part of a team.
- Strong planning and organizing skills; ability to establish and respond to priorities.
- Ability to deal with confidential matters with tact and discretion.

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 university, proficiency in English and French, as indicated, is required.

**Territorial Acknowledgement**
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

**Employment Equity**

**Accessibility**

**Immigration Status

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