Service and Office Assistant

1 month ago

Montréal QC, Canada Concordia University Full time

**Position Number**:50000525 / P4470A
**Department**:Administration Office Management
**Grade**:PE261-6
**Campus**:Sir George Williams (Downtown)

**Salary**:$29.46 - $34.97 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:October 21, 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 temporary contract ending April 30, 2026**SCOPE**

**PRIMARY RESPONSIBILITIES**
- Welcome visitors, respond to inquiries and assist students by providing information on university procedures, guidelines and requirements, and redirect inquiries when necessary.
- Assist in providing office support services, including basic office equipment set-up; photocopy troubleshooting; escalating equipment and facilities issues as required; ordering and inventory of stationery supplies; scanning and uploading of Enrolment Services documents; retrieval of archived documents.
- Perform degree verifications using security protocols for prospective employers or third-party background screening agencies.
- Provide support for convocation related activities including registration, diploma production, payment processing, diploma mailing, responding to inquiries, and providing onsite support at events.
- Open, review, and process incoming mail. Determine, based on specified guidelines if documents are deemed official or not, date and stamp and distribute accordingly.
- Process official electronic transcripts obtained via the Bureau de Coopération Interuniversitaire system. Upload and code transcripts in the student record in the SIS.Perform other duties in support of Enrolment Services, including providing assistance to other units during their peaks (ie: in-person at Birks Student Service Centre, assisting transcripts, coding ISO documents, etc.).

**QUALIFICATIONS**
- Diploma of Collegial Studies and one to two years of office experience.
- Previous experience working in an academic setting and/or customer service and knowledge of Concordia University rules, regulations and academic calendar are considered assets.
- Good knowledge (Level 4) of spoken and written English in order to be able to communicate effectively with students, staff and faculty; basic knowledge (Level 3) of spoken and written French to understand the content and context of a document, to give and follow instructions, and to fill in forms and perform degree verifications where brief written descriptions and comments are required. Knowledge of additional languages is considered an asset.
- Basic knowledge of Word, Excel, Outlook and Teams.
- Working knowledge of the Student Information System (SIS) is considered an asset.
- Sensitivity to students and visitors concerns.
- Excellent interpersonal and communications skills with the ability to deal firmly but politely with students, visitors, and other parties.
- Ability to maintain composure (as a calming influence in a difficult situation).
- Good organizational skills with the ability to cope in a high-volume environment and meet established deadlines.
- Ability to multitask and work under pressure with frequent interruptions.
- Keen attention to details.
- Aptitude to work in a service-oriented environment as both a member of a team and independently.Ability to work outside normal operating hours during peak periods.

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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