Administrative Support Specialist

4 weeks ago

Montreal, Quebec, Canada Polytechnique Montréal Full time

About Polytechnique Montréal

Polytechnique Montréal is a renowned international engineering university located in the heart of Montreal. With a multidisciplinary research approach, it offers high-quality education at all levels and distinguishes itself through its cutting-edge advancements.

The university boasts a rich history spanning 150 years, welcoming over students and employing a diverse team of over 1,600 individuals, including more than 300 professors. Committed to sustainable development, Polytechnique holds the STARS Gold certification and actively contributes to technological, environmental, economic, and social progress.

Polytechnique values diversity among its staff members and implements an employment equality program targeting women, visible and ethnic minorities, Indigenous peoples, and individuals with disabilities. The university also holds the Parity Certification from La Gouvernance au Féminin, demonstrating its commitment to excellent working conditions that prioritize work-life balance and employee well-being.

Your Role: Administrative Support Specialist - Electrical Engineering Department

  • Administrative Operations: Manage administrative tasks such as maintaining petty cash, processing expense reimbursements, conducting inventory checks, handling merchandise returns, and overseeing office supplies.
  • Data Management: Input, verify, and correct data in student, administrative, or financial management systems. Prepare reports and lists using appropriate software, ensuring accuracy and completeness.
  • Exam Support: Collaborate with administrative authorities to prepare, organize, and support exam review requests. Transmit information to relevant parties within established deadlines.
  • Document Preparation: Format documents such as letters, reports, exams, statistical tables, administrative forms, and lists. Ensure accuracy, clarity, and professional presentation.
  • Meeting Coordination: Organize unit meetings by inviting participants, booking rooms, preparing materials, and taking minutes. Attend meetings, write reports, and follow up on decisions within your scope of responsibility.
  • Event Support: Assist in planning and organizing events such as workshops, symposiums, congresses, and exhibitions. Coordinate with resources to identify needs and take necessary actions.
  • Information Management: Collect information, present data in suitable formats, and propose improvements for unit operations.
  • Software Proficiency: Maintain proficiency in common computer applications, including word processing, databases, search engines, and email. Continuously learn new software relevant to your role.
  • Filing and Archiving: Manage the sector filing system, perform required filing and archiving tasks.
  • Client Support: Welcome clients, provide general information about services, policies, procedures, and standards. Resolve specific issues or refer users to appropriate personnel.
  • Communication Management: Handle incoming calls, screen messages, record information, relay messages, sort, distribute, and dispatch mail.
  • Office Equipment Maintenance: Ensure the proper functioning of office equipment such as computers, printers, and copiers.

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