COORDINATOR, ADMINISTRATION (50000893-P1550A)

Job title: COORDINATOR, ADMINISTRATION (50000893-P1550A)

Job description: UNIVERSITY SECRETARIAT

COORDINATOR, ADMINISTRATION (50000893-P1550A)

Posted on: January 24, 2022
Deadline: February 4, 2022
Grade: 12
Campus: SGW

Note

This posting represents a full-time temporary replacement position until November 30, 2022.

Scope

Reporting to the Director, Office of University Secretariat, the incumbent has the responsibility of ensuring that operating procedures run smoothly and are successful in supporting various departmental activities. The incumbent is the primary resource person responsible for the overall coordination of US-initiated projects, systems and procedures.

Primary responsibilities

• Provide project management leadership for all US special or established projects and initiatives. Oversee the workflow processes for each project in order to maintain efficiencies. Review and make recommendations to the Director to ensure maximum efficiencies.
• Supervise assigned administrative staff and their respective workflow procedures to ensure that the needs of the senior US team are met. This includes coordinating their schedules, special assignment distribution and prioritization and Professional development.
• Act as a Secretary to several senior administration permanent committees. This would include convening, and coordinating regular meetings, maintaining membership lists, managing the development of the agendas, recording, carrying forward resolutions and recommendations, drafting final reports and any and other follow through responsibilities as required by any such committees including but not limited to, CUF, KWPMF, eConcordia, Kl, and several academic appeals and grievances processes. Provide these same functions for other committees established by or reporting to the US as required, including senior management search committees.
• Support the Director’s financial planning and budget management by monitoring routine University Secretariat budget activities including the preparation and processing of invoices, expense reports and various financial forms as well as liaising with Financial Services to ensure account reconciliation. In addition, assist the Director in non-routine financial planning and controls of the sector’s budgets. This includes assistance with the preparation of budget forecasts or other tasks related to efficient financial planning.
• Ensure smooth coordination of all aspects of the Office’s technology needs- computer hardware & software acquisitions and updates, peripherals, network connections, and telecommunications equipment. Prepare and present recommendations to assist in major and minor office technology equipment purchases.
• Ensure most up-to-date online information for US governed areas. This includes the maintenance (amending, updating and uploading) of the US website.
• Research issues for the Secretary-General and General Counsel and Director – includes creation, compilation and analysis of data and information in preparation of external and internal dossiers, for example, annual legal audit. This information is on sensitive and highly confidential issues.
• Prepare dossiers/special project reports for the US. This requires input from a wide variety of individuals, research on a wide variety of topics and compilation, analysis and synthesis of data and information ie: cost, resources, schedule).
• Support the Director in the coordination of the committees and special events of which the Director is a member. This includes data gathering, logistics and analysis for optimal committee and event planning and execution.

Requirements

• Bachelor’s Degree in a field pertinent to the primary responsibilities and two to four years of relevant experience
• Very good knowledge (Level 5) of spoken written English and good knowledge (Level 4) of spoken and written French in order to provide and interpret detailed information, and deal with complex situations in both official languages.
• Excellent communication and organizational skills.
• Ability to work in Windows environment; good knowledge (Intermediate level) of Word to format documents, do mail merges, create macros; good knowledge (Intermediate level) of Excel to create spreadsheets and charts, use mathematical and financial functions; basic knowledge of PowerPoint, Outlook, Adobe CQ, Adobe Pro and electronic mail systems.
• Excellent organizational skills and ability to multitask; ability to work in a team.
• Ability to work autonomously and to be discreet when discussing confidential information.
• Sound planning and organizational competencies in a university environment.

Salary

$76,748 – $89,007 per annum

Union/Association

ACUMAE

Interested applicants must submit a curriculum vitae with a covering letter by February 4, 2022. 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: $76748 – 89007 per year

Location: Quebec City, QC

Job date: Wed, 26 Jan 2022 00:51:35 GMT

Job Source: Careerjet.ca

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