Administrative Assistant

2 months ago

Montréal, Canada Concordia University Full time

**Position Number**:50000588 / P1730
**Department**:Goodman Institute of Investment Management
**Grade**:GR09
**Campus**:Sir George Williams (Downtown)

**Salary**:$31.12 - $37.43 per hour
**Union/Association/HR Policy**:CUSSU

**Posting deadline**:November 20, 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 Manager, Goodman Institute of Investment Management (GIIM), the incumbent provides administrative and logístical support to the Goodman Institute. They assist in daily operations of the unit, including participating in the administration and acting as a resource person for the Program.

**PRIMARY RESPONSIBILITIES**
- Responsible for student academic procedural advising; and verifies that student files are complete and that students have completed all requirements for graduation. Assist in the administration of the GIIM MBA Program; registration, student requests, etc.
- Based on established guidelines; advise students on admission requirements and missing documentation, prepare and monitor admission dossiers, and prepare letters of recommendation for admission or rejection to programs.
- Support recruitment and retention activities (e.g. Open House, information sessions, etc.). Under the supervision of the Manager and in cooperation with the Graduate Recruitment Office, provide administrative support for promotional and recruitment activities.
- Under the supervision of the Manager, oversee that student facilities in both locations are properly maintained; book classrooms; and orders and maintain course materials used by faculty at both sites.
- Under the supervision of the Manager, and in collaboration with other staff members, assist with the organization of special events (e.g. orientation sessions, preparatory week, graduation, etc.) at different sites; including booking of space, mailing invitations, preparation of RSVP lists and nametags, etc.
- Act as Secretary and provide administrative support for program meetings and to various committees and meetings established by or reporting to the Director; draft notices and agenda, gather and assemble documents for distribution, records minutes, prepare presentations and follow up on action items.
- Coordinate travel and hotel arrangements for the Goodman Institute faculty, students and staff traveling to and from Montreal and Toronto.
- Assist with the compilation of data surveys and special projects.
- Maintain and update students and alumni databases and ensure that all pertinent information is sent to students as requested by Manager.
- Maintain office supplies inventory.

**QUALIFICATIONS**
- Diploma of Collegial Studies (2-year pre-university DEC) with four to seven years of related work experience. Familiarity and knowledge of graduate programs is an asset.
- Good knowledge (Level 4) of spoken and written English in order to communicate effectively and to draft correspondence, documentation and reports; good knowledge (Level 4) of spoken French in order to communicate effectively with external partners and basic knowledge (Level 3) of written French to understand external documents.
- Detail oriented, well organized (with the ability to prioritize and to multitask) and customer service oriented (proven experience in dealing with clients in a professional manner).
- Exceptional interpersonal skills, excellent communication skills and the ability to meet strict deadlines.
- Ability to work individually and in a team environment.
- 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 commun

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