Administrative Secretary

Nature of the work
- The principal and customary work of the employee in this employment class consists in performing a set of secretarial and administrative functions of a relatively complex nature relating to activities of the Creative and Applied Arts sector.
- Specifically, the Administrative Secretary will provide secretarial, organizational, and operational support to the Dean’s office of the Creative and Applied Arts for activities under their jurisdiction.**Responsibilities**:
- Provide secretarial support to the Dean of Creative and Applied Arts, including organizing and supporting meetings, taking minutes, preparing and organizing documentation (including letters of correspondence, agendas, minutes, reports, grade review requests, etc.) and related follow-up work in accordance with the general directives of the Dean;
- Perform general office duties and assure that related tasks are carried out in a timely and efficient manner (e.g. filing, photocopying, scanning, receiving and screening calls; collecting, receiving and organizing data; producing);
- Provide administrative support to CAA faculty with regard to various forms and processes;
- Research, organize and present information to be included in reports and correspondence of the Sector;
- Assist the Dean and Associate Dean with data importation from CLARA, CARS, SharePoint and other information sources;
- Assist the Dean and Associate Dean with all budget related activities;
- Enter purchasing, capital request orders an process invoices through the College’s system;
- Monitor inventory of office supplies and ensure that appropriate levels are maintained;
- Receive class cancellations and transmit status reports via the College systems, as appropriate;
- Administer the substitution and absence records for staff and faculty within the Dean’s jurisdiction;
- Collect, process and route documentation pertaining to operating (e.g. cheque requisitions, petty cash and cash advances) and capital expenditure requests/transactions, as appropriate;
- Act as a resource on the procedures, protocol, and use of equipment in the Sector offices;
- Act as the contact person in the dissemination of information related to external inquiries (the Ministry; high schools, universities, other Cegeps, etc.);
- Assist in the organization of Open House, Vernissage and other events hosted by the sector;
- Assist with administrative tasks and organization related to the Warren G. Flowers Art Gallery from time to time
- Perform any other related tasks as requested by the Sector Dean.

**Requirements**:

- Qualifications
- To have a diploma of vocational studies (DEP) in an appropriate specialty, or a secondary school degree (DES) or to have a diploma or an attestation of studies which is recognized as equivalent by competent authority and have at least (4) four years of pertinent experience.
- Conditions- Excellent organizational skills, with the ability to work autonomously and lead some dossiers, as required;
- Excellent interpersonal skills, able to work cooperatively and support others when needed;
- Ability to maintain department standards with respect to the confidentiality of information;
- Multi-tasking skills in a team environment;
- Experience in events organization;
- Familiarity in working within the art, design or performing arts environments, or in the education sector related to these fields
- Advanced knowledge of Microsoft Office Word (testing may be required);
- Intermediate knowledge of Microsoft Office Excel (testing may be required);
- Intermediate knowledge of Microsoft Office Outlook (testing may be required);
- Proven ability to learn new software, such as Adobe Acrobat Professional;
- Advanced English written and oral communication skills (testing may be required);
- Intermediate oral French skills and basic written French (testing may be required).

**Comments**:
Please note that a cover letter is mandatory. If your work experience has changed since your last visit, be sure to attach an updated resume.