Administrative Coordinator

3 weeks ago

Montréal, Canada Concordia University Full time

**Position Number**: 50020559 /
**Department**: Institute for Cooperative Education
**Campus**: Sir George Williams (Downtown)

**Salary**: $56,778.00 - $68,313.00 per annum
**Union/Association/HR Policy**: HR POLICIES

**Posting deadline**: February 23, 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.

**NOTE**:

- This posting represents a full-time contract for the duration of one year._

**SCOPE**
Reporting to the Manager, Experiential Learning, the incumbent provides office support including financial administration and follows-up on various dossiers and assignments in support of the Office. The incumbent is a first point of contact for more general requests of the Manager, Experiential Learning.

**PRIMARY RESPONSIBILITIES**
- Coordinate day to day office administration, provide administrative support to Experiential Learning team, and liaising with the EL & Coop Administrative Coordinator as needed.
- Process payments, assist with budget, liaise with finance and payroll to validate transactions and resolve discrepancies with stakeholders. Maintaining documents by maintaining the shared drive.
- Coordinate the tracking of experiential learning activities across the university and support the data collection process by creating fillable online forms, and liasing with students, faculty and staff. Report on metrics as needed to management.
- Book meetings/appointments on behalf of management. Update the team with information on various procedures, regulations and services administered by the office.
- Assist with preparing reports to both internal and external audiences (ex. Senate, donors, etc.) as needed.
- Liaise with internal units and maintain positive professional relationships in support of the Office’s strategic and operational goals (including students, faculty, staff, IITS, Facilities, Enrollment Services, Payroll, etc.), in a timely manner.
- Respond to general inquiries from students, faculty, staff and external partners regarding the Office activities and perform triage to colleagues and other units as needed.
- Update website content and ensure information is current and accurate and liaise with UCS / Communications Advisor.
- Coordinate department events; including staff meetings, retreats, workshops, webinars, team building activities in collaboration with the EL & Coop Administrative Coordinator and the Events Planner.
- Perform other duties in support of the operation of the unit and participates in the Office projects as required.

**REQUIREMENTS**
- Diploma of Collegial Studies (2-year pre-university DEC) and two to four years of related work experience.
- A calm, even and professional demeanor.
- Excellent organizational skills to handle time-sensitive issues.
- Superior administrative skills: ability to work under mínimal supervision, discreet with a strong sense of confidentiality.
- Ability to interact professionally and effectively with senior officials and with culturally diverse constituencies of the university community, as well as with external contacts.
- Good knowledge (Level 4) of spoken and written English and French to provide and interpret detailed information and to write correspondence.
- Ability to work in a virtual workspace to support projects and people from a distance.
- Good knowledge (Intermediate level) of Word and Excel.
- Ability to work efficiently within the MS365 ecosystem including Teams, Planner/Tasks, Forms, Outlook, and ability to use the Internet.
- Ability to learn to use new software and digital tools to create surveys and automate processes for scheduled data collection.
- Demonstrated ability to multitask and to work as part of a team with excellent client-service orientation.
- Experience working in a post-secondary environment is an asset.
- Knowledge of Concordia policies, experiential learning framework and programming is desirable.

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. T

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