Administrative Assistant
2 weeks ago
**Position Number**: 50003243 / P1999
**Department**: Office of the Provost and Vice-President Academic
**Grade**: GR08
**Campus**: Sir George Williams (Downtown)
**Salary**: $28.79 - $34.65 per hour
**Union/Association/HR Policy**: CUSSU
**Posting deadline**: February 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 Executive Director, Integration, with a dotted line reporting to the Associate Vice-President, Integrated Planning, the incumbent provides administrative, logístical, and organizational support to the Office of the Provost and Vice-President, Academic, and serves as the principal point of contact for callers and visitors. They respond and direct callers and visitors to the appropriate individual, and manage documents and other records. The incumbent manages the daily agenda for the Executive Director, Integration and for the Associate Vice-President, Integrated Planning and prepares meeting folders as required. They provide assistance to the different units in the Office of the Provost, including, but not limited to data entry, research, and research events assistance.
**PRIMARY RESPONSIBILITIES**
- Manage the agenda for the Executive Director, Integration and for the Associate Vice-President, Integrated Planning; schedule internal and external appointments and meetings. Follow up on and file meeting dossiers and other documents as required.
- Provide logístical support for meetings and events by booking rooms, renting equipment, ordering food and beverages, etc.
- Track and record invoices, journal transfers, and other expenses; follow-up and answer general inquiries about expenses.
- Schedule internal and external appointments and meetings; follow up on and file meeting dossiers and other documents as required.
- Oversee/arrange travel and accommodation arrangements, prepare expense reports and travel vouchers.
- Prepare and/or format (including mail merge) routine correspondence.
- Assist with the logístical coordination of special events related to Provost’s events within the University (including invitations and RSVPs, room bookings, catering etc.)
- Maintain an effective office filing system, bookkeeping and database for all levels of operations and archive in accordance with University retention rules.
- Maintain and arrange for service of office and other equipment; maintain inventory of supplies; process key requests.
- Maintain record of vacation, personal days, overtime, and leaves for all staff members in the Office of the Provost.
- Replace other Office Assistants and the Executive Assistant to the Provost in their absences.
**REQUIREMENTS**
- Diploma of Collegial Studies (three year technical DEC) in a relevant field with two to four years of related work experience.
- Knowledge of university environment is highly desirable.
- Good knowledge (Level 4) of spoken and written French and English in order to prepare correspondence and respond to information requests in either language.
- Good knowledge of (Intermediate Level) Word (to format letters, lists, and do mail merges), of Excel (to create and format spreadsheets, do graphs, and calculate formulas) and of Outlook (to schedule meetings).
- Demonstrated ability to prioritize work and meet deadlines.
- Strong interpersonal and organizational skills; ability to interact effectively with faculty and staff; good communication skills with the ability to work independently and as part of a team; tact and courtesy; sound judgment; discretion required with regards to confidential matters.
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 M
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