ASSISTANT, BOARD OF GOVERNORS AND SENATE ADMINISTRATION (P1548A)

December 3, 2021 Business Management and Administration

Job Overview

Job title: ASSISTANT, BOARD OF GOVERNORS AND SENATE ADMINISTRATION (P1548A)

Job description: UNIVERSITY SECRETARIAT

Posted on: December 1, 2021
Deadline: December 14, 2021
Grade: 10*
Campus: SGW

Scope

Reporting to the Associate Secretary-General, the incumbent is responsible to provide support in all aspects of the planning, execution and follow-ups of the meetings of the Board of Governors, Senate and selected Board and Senate Standing Committees (the “Governing Bodies”).

Primary responsibilities

Support the Associate Secretary-General in daily tasks in relation to the Governing Bodies. This includes coordinating and performing diverse tasks related to meetings and mailings of the Governing Bodies. As requested, prepare dossiers and document packages.
Draft various correspondence, respond to different types of correspondence related to the matters of the Governing Bodies, and ensure appropriate follow-ups.
Schedule meetings related to matters of the Governing Bodies or policies under their purview.
Research and collect data for special projects, which are mandated by the Governing Bodies.
Coordinate special events related to the Governing Bodies.
Manage the agenda of the Associate Secretary-General; schedule internal and external appointments and meetings; screen and respond to telephone, electronic and in-person inquiries.
Manage the Board and Senate Administration role account
Establish and maintain a comprehensive filing system, both physical and digital, as applicable, for all documents related to the administration of the Governing Bodies. Act as the primary resource person for archival material regarding the Governing Bodies; organize and maintain confidential files and satellite filing systems.
Collaborate with internal and external bodies, individuals and groups on behalf of the Governing Bodies and the University Secretariat (US). Brief the Associate Secretary-General and the Director, US on issues requiring their attention.
Take official Minutes at selected Board Standing Committee meetings.
Act as a backup for taking official Minutes for other Board and Senate-related meetings.
Act as a backup resource for the management of the Secretary-General’s agenda.

Requirements

Diploma of Collegial Studies (3-year technical DEC) in Office Technology or Paralegal Technology or in another field pertinent to the primary responsibilities, and four to seven years of relevant experience.
Proven ability to work independently and with minimal supervision in a fast-paced environment, juggling with multiple tasks and responsibilities at once.
Proven ability to work in an environment dealing with confidential matters and requiring discretion and tact.
Reliable, organized and able to meet deadlines.
Very good knowledge of the Office 365 environment, MS Word and Excel.
Very good knowledge (Level 5) of spoken and written communication skills in English, to be able to discuss or explain policies and procedures and to draft correspondence and Minutes; very good knowledge (Level 5) of spoken French, to be able to discuss and handle telephone and in-person requests from employees, students and members of the Governing Bodies.
Ability to temporarily work remotely. This requires a stable internet connection and suitable work station off campus.
Ability to work outside regular office hours one to two times per month.

Salary

*Please note this is a Pay Equity designated position 14A-PE182 and that the associated salary range is $ 33.22 – $ 39.95 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by December 14, 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: $33.22 – 39.95 per hour

Location: Quebec City, QC

Job date: Thu, 02 Dec 2021 23:29:12 GMT

Job Source: Careerjet.ca