Senior Administrative Support Specialist

4 weeks ago

Montreal, Quebec, Canada Collège de Rosemont Full time

The Pedagogical Engineering and Innovation Service at Collège de Rosemont is in search of a Senior Administrative Support Specialist to oversee administrative functions, foster effective communication within the department, and serve as the primary contact for internal operational tools.

Are you a professional who...

  • Is known for your collaborative spirit;
  • Demonstrates initiative and independence;
  • Possesses exceptional organizational abilities;
  • Has a keen analytical and strategic mindset;
Your responsibilities
Deliver administrative and financial assistance to the service's operations.

  • Organize and monitor service activities (meeting schedules and minutes, departmental meetings, committees, and special initiatives);
  • Provide administrative support for human resources management within the service;
  • Draft and assist in the creation of administrative documents (guides, reports, summaries, partnership agreements, etc.);
  • Conduct budget oversight and keep management informed;
  • Offer administrative assistance and manage the schedules of service leadership;
  • Provide administrative support and conduct research on departmental activities and development needs;
  • Coordinate administrative processes related to onboarding new employees and ensure their integration into the service;
  • Propose and help organize events to acknowledge staff contributions;
  • Manage departmental correspondence and liaise with the appropriate divisions;
  • Track reported absences and vacations of personnel;
  • Order office supplies, reference materials, and other necessary purchases;
  • Forward requests related to furniture and necessary work to the Material Resources Department.

Facilitate information flow:

  • Propose and develop various communication strategies;
  • Compose internal communications, monitor outstanding communications, and disseminate information within the service regarding ongoing projects and initiatives;
  • Maintain the internal communications log;
  • Collaborate with colleagues to ensure timely distribution of general communications concerning service personnel;
  • Assist service staff in utilizing internal operational tools and adhering to procedures;
  • Advise service staff on document management, including file naming conventions;
  • Follow up on IT access requests;
  • Manage access permissions and provide technical support to users for document management systems;
  • Perform any other related duties as required.

Qualifications:

  • Hold a diploma in secretarial studies or equivalent;
  • A college diploma in administration or a related field is considered an asset;
  • Six (6) years of relevant experience;
  • Strong communication skills;
  • Proficient writing skills for various documents;
  • Computer proficiency;
  • Fluent in French, both spoken and written;
  • Proficient in MS Office applications, particularly Teams, SharePoint, Word, Excel, and PowerPoint.
Benefits

  • Competitive salary;
  • Comprehensive benefits package;
  • Opportunities for professional growth.
Why choose us?

  • Join a dynamic team committed to the success of college students;
  • Work in a welcoming and stimulating environment with a diverse community;
  • Collaborate with local partners and community members;
Schedule: Full-time, Monday to Friday.

If you are seeking a fulfilling and challenging administrative support position in an innovative educational setting, we encourage you to consider this opportunity.

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