ADMINISTRATIVE ASSISTANT (C1938)

Job title: ADMINISTRATIVE ASSISTANT (C1938)

Job description: SHIFT AND THE OFFICE OF COMMUNITY ENGAGEMENT

ADMINISTRATIVE ASSISTANT (C1938)

Posted on: June 23, 2021
Deadline: July 12, 2021
Grade: N/A
Campus: SGW

Note

This is a one (1) year full-time contract position.

Scope

Reporting to the Senior Director, Community Engagement and Social Impact, incumbent provides administrative, logistical and secretarial support for the Office of Community Engagement (OCE) and the SHIFT Centre for Social Transformation teams. They ensure the smooth and efficient running of the units’ daily operations, programs, and events and are the first line of contact for clients seeking support or information.

Primary responsibilities

• Coordinate the day-to-day administrative operations of the OCE and SHIFT and act as a liaison with relevant University services such as Hospitality, IITS, D-Print and Distribution Services.
• Screen and respond to telephone, email and in-person inquiries; open and distribute mail; direct requests for information to the appropriate staff member or unit and follow up as appropriate.
• Manage the calendars and contacts for the Senior Director, Community Engagement and Social Impact.
• Provide administrative support for the programs, special projects and events of the OCE and SHIFT.
• Provide logistical support for unit events and programs including coordinating room bookings and catering; organize hospitality bookings for community partners.
• Track departmental expenditures, prepare expense reports, process invoices, purchase requisitions and other related financial documentation.
• Conduct preliminary steps of intake process of requests for collaboration or support for review and decision by the Senior Director, Community Engagement and Social Impact, the OCE and SHIFT.
• Schedule and organize internal and external meetings; book rooms; prepare agenda and meeting documents, produce accurate minutes, conduct background research for briefing notes, and conduct and/or coordinate follow-up.
• Collect and prepare relevant information required for projects.
• Enter and maintain data in client relationship management platform; maintain, make website updates.
• Prepare correspondence and respond to general inquiries on behalf of the Senior Director, Community Engagement and Social Impact, the OCE and SHIFT; transcribe meeting notes.
• Maintain the units’ filing system in an organized, accurate and timely manner; ensure that documents are analyzed for content, classified accordingly, and appropriately archived.
• Make flight, hotel and car rental reservations on behalf of the Senior Director, Community Engagement and Social Impact; process various travel forms.
• Perform other duties in support of the operation of the unit.

Requirements

• Diploma of Collegial Studies (three-year technical DEC) in the field related to the major responsibilities, and two to four years of relevant work experience including previous experience as an executive assistant.
• Good knowledge (Level 4) spoken English and French to provide adequate information in a variety of situations, in order to brief and advise the Senior Director on action to be taken, and to ensure effective communication; good knowledge (level 4) written English and French to prepare correspondence review and edit documents.
• Good knowledge (Intermediate Level) of Word (to create reports, redline documents, and do merges), of Excel (to create and modify spreadsheets, and use simple formulas), and of PowerPoint (to modify templates and incorporate graphics into presentations) and of Outlook (operating in an MS Exchange Server environment).
• Excellent organizational skills with the ability to prioritize tasks and to meet strict deadlines.
• Superior communication and interpersonal skills, and demonstrated ability to interact professionally with diverse populations.
• Experience administering and tracking budgets.
• Ability to work independently and as part of a team in a collegial and collaborative environment.

Salary

$55,447- $66,712 per annum

Union/Association

N/A

Interested applicants must submit a curriculum vitae with a covering letter by July 12, 2021. Please click on the How to Apply button below for further instructions.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

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. Tiohtiá: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 Montreal community.

Employment Equity

Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications.

Immigration status

All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens. While applicants need not identify their country of origin or current citizenship, all applications must include one of the following statements:

Yes, I am a citizen or permanent resident of Canada
or
No, I am not a citizen or permanent resident of Canada.

Accessibility

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, .

Company: Concordia University

Expected salary: $55447 – 66712 per year

Location: Quebec City, QC

Job date: Fri, 25 Jun 2021 01:44:00 GMT