EXECUTIVE SECRETARY TO THE DEAN (P5415)

FACULTY OF ENGINEERING AND COMPUTER SCIENCE

Note

This represents a full-time, maternity leave replacement effective until June 22, 2015.

Scope

Reporting to the Director of Administration, the incumbent provides administrative, secretarial logistical support to the Dean, Faculty of Engineering & Computer Science.

Primary responsibilities

• Manage the Dean’s agenda.
• Schedule internal and external appointments and meetings; screen and respond to telephone and in-person inquiries from faculty, staff, students and external organizations.
• Screen, review and prioritize oral and written communications addressed to the Dean, responds following consultation with the Dean and the Director of Administration.
• Ensure that directives from the Dean and the Director of Administration are performed in a manner that maintains the efficient and smooth functioning of the Office of the Dean.
• Brief the Dean and the Director of Administration on issues requiring their attention.
• Perform administrative and secretarial duties to the Dean in response to emails, mail, telephone or in-person inquiries; direct telephone inquiries to appropriate individuals for follow-up; prepare letters and memos.
• Collaborate with internal and external bodies, individuals and groups on behalf of the Dean and the Director of Administration.
• Take minutes at various faculty committees as required by the Dean and the Director of Administration.
• Assists in coordinating and providing administrative support for convocation, Faculty Council and Faculty elections
• Participate in organizing promotional activities and special events for the Faculty such as Orientation and Dean’s Excellence Award
• Coordinates travel arrangements.
• Provide other tasks in support to the Office.

Requirements

• Diploma of Collegial Studies, 3-year technical program in Office Technology or in other field pertinent to the primary responsibilities and four to seven years of relevant experience.
• Good spoken and written English & French (Level 4) to write and edit correspondence, provide and interpret detailed information, and deal with complex situations in both official languages.
• Proven record of minute taking.
• Good knowledge (intermediate level) of Word (format documents, do mail merges) and of Excel (create spreadsheets and charts); basic knowledge of PowerPoint (to create presentations), Acrobat Reader and electronic mail systems.
• Superior organizational skills and the ability to multitask; ability to work independently and in a team; client-service orientation.

Salary

$25.43– $30.64 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by March 28, 2013, 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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