ADMINISTRATIVE ASSISTANT (P5425)

INSTITUTIONAL PLANNING

Note

This is a full-time leave replacement effective until September 16, 2013.

Scope

Reporting to the Executive Director, Institutional Planning and Analysis, the incumbent coordinates administrative duties to ensure the smooth and efficient operation of the department and its operations; supports the departmental and institutional responsibilities of the Executive Director, and is the office’s first line of contact.

Primary responsibilities

• Coordinate the daily activities of the office; manage the Executive Director’s agenda.
• Direct requests for information received by the office to the appropriate analyst.
• Coordinate meetings, serve as recording secretary and prepare meeting summaries.
• Prepare meeting dossiers, correspondence and confidential documentation for the Executive Director.
• Coordinate mail (including electronic and paper), memberships and travel arrangements.
• Reconcile accounting records with Millennium; arrange to make adjustments and corrections.
• Place orders for departmental expenditures and prepare expense reports, purchase requisitions and other related documentation.
• Maintain the paper and electronic filing systems of the Office.

Requirements

• Diploma of Collegial Studies (2 year pre-university program) in a field pertinent to the primary responsibilities and two to four years of relevant work experience in an office environment. Knowledge of the university academic infrastructure and administrative practices and regulations highly desirable.
• Good spoken and written English and French (Level 4) in order to communicate effectively in a variety of situations, to provide adequate information and to brief and advise the Executive Director on action to be taken.
• Good knowledge (Intermediate level) of Word (to create and format documents, to do mail merges); basic knowledge of Excel (to enter and modify data and charts in spreadsheets); good knowledge of Outlook (operating in an MS Exchange Server environment). Basic knowledge of PowerPoint an asset.
• Strong budget, management, numerical and analytical skills.
• Superior communication, organizational and interpersonal skills with the ability to work independently and as part of a team.

Salary

$22.98 à $27.66 per hour (Pay equity adjusted salary rate)

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by October 17, 2012, to:

Elvira Fiorentino
Concordia University
Department of Human Resources
S-FB 1130
1455, boul. de Maisonneuve O.
Montréal (Québec) H3G 1M8

Fax: (514) 848-2844

Email:
External Candidates - hr-employment@concordia.ca
Internal Candidates - eed-employment@concordia.ca
(please enter your Employee ID number in the subject line)

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

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.

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