Department Assistant

2 months ago

Montréal, Canada Concordia University Full time

**Position Number**: 50001032 / P5565
**Department**: Performing Arts
**Grade**: GR08
**Campus**: Sir George Williams (Downtown)

**Salary**: $28.79 - $34.65 per hour
**Union**: CUSSU

**Posting deadline**: March 15, 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 Department Administrator, the incumbent provides daily administrative support to the Performing Arts Departments and acts as a resource person to current and potential students, faculty members, and the general public by providing information on the Departments’ programs. The Department Assistant helps stakeholders navigate the Departments’ policies and processes.

**PRIMARY RESPONSIBILITIES**
- Provide frontline student and departmental support; When necessary, refer to undergraduate or graduate program directors or faculty advisors.
- Provide administrative support for the following student affairs and student-related administrative functions: open house, recruitment, admission processes, transfer of program, registration, advising, timetables, grades, student requests and student awards, curriculum, evaluations.
- Ensure grades are entered online and processed in a timely manner; receive and distribute student assignments.
- Maintain filing/retrieval/archive system of physical and digital files in alignment with University procedures; create and prepare reports, as required.
- Enter curriculum changes in curriculum management software (CCMS) as directed by the Administrator and liaise with the Office of the Associate Dean, Faculty of Fine Arts, as required.
- Support Departments’ budget processes, in accordance with internal policies and procedures; reconcile Departments’ records into Concordia’s Financial system; prepare reports and monthly summaries for the Department Administrator; prepare budget documents for approval by the Department Administrator and send to appropriate offices for processing.
- Provide administrative support to committees; schedule meetings, prepare agenda and minutes for departmental and program committees (e.g. Department Meetings, Part Time Hiring Committee, Department Personnel Committee, Department Tenure Committee); act as recording secretary and prepare meeting summaries; under the direction of the Administrator, ensure timely and complete communication of committee decisions; operate and maintain the departmental section of the on-line part-time faculty posting/contract system (FRIS).
- Assist in office coordination; screen, prioritize, acknowledge department mail; prepare work orders, after-hours passes and key requests; book rooms; maintain office equipment and supplies; look after photocopy and scanning services; organize and maintain bulletin boards.
- Assist management in clerical tasks; manage schedule of Department Administrator, Program Directors, and Department Chairs; creates and prepares correspondence, documents, forms, reports using appropriate office information management systems.
- Perform other duties as required in support of the departments, as assigned by the Department Administrator.

**REQUIREMENTS**
- Diploma of Collegial Studies (two-year pre-university DEC) in a field pertinent to the primary responsibilities and two to four years of related experience.
- Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively with and provide information to faculty, staff, students, and the external community, to compose correspondence, take minutes, and to provide general administrative support.
- Good knowledge (Intermediate level) of Word (design, create, and format elaborate correspondence, forms, and reports) and basic knowledge of Excel (create and modify spreadsheets) and PowerPoint (to prepare presentation).
- Demonstrated customer service orientation in order to work effectively with students, faculty, and other clientele.
- Excellent interpersonal and organizational skills; proven ability to multitask and to meet established deadlines.
- Ability to work independently and as part of a team.
- Ability to work flexibly outside operating hours for special events.
- Knowledge of CCMS (Provo track), FRIS, SIS and Student Request Systems are assets, as is knowledge of the University academic regulations, deadlines, policies and procedures.
- Working knowledge of website management software is an asse

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