STUDENT AFFAIRS ASSISTANT – ENROLMENT AND STUDENT AFFAIRS (P2443A)

FACULTY OF FINE ARTS

Scope

Reporting to the Enrolment and Student Affairs Manager, the incumbent participates in the daily operation of the Office by providing general administrative support, information and assistance to students (current and potential), staff and Faculty.

Primary responsibilities

• Provide information and assistance by phone, in-person and other communication devices (e.g. e-mail, WWW) to current students, potential applicants to programs, staff and Faculty members. When necessary, refer to Counselors. Respond to and/or re-distribute in a timely manner inquiries received through the Faculty’s social media.
• Create and prepare correspondence, documents, forms, reports using appropriate office information systems.
• Provide administrative support for the following Student Affairs and student related administrative functions: admissions, transfer of program, registration, advising, timetables, grades, student requests, graduation evaluations, exchange programs, student awards, student recruitment.
• Act as a Faculty Helpline for web registration; respond to resolve all directed inquiries from students and departments to ensure effective registration process.
• Provide administrative support to Counselors, Recruitment Officer and Enrolment and Student Affairs Manager, as well as to various committees. Schedule meetings, prepare agendas and minutes.
• Monitor departmental budget in accordance with internal policies and procedures.
• Make recommendations to improve administrative procedures. Implement changes and improvements as determined by the Department.
• Manage schedules for Counselors and Recruitment Officer, book appointments if required after analyzing requests. Screen, prioritize, acknowledge and respond to departmental mail. Maintain departmental filing system and coordinate supply and printing of internal forms. Maintain inventory of office supplies.

Requirements

• Diploma of College Studies (2-year pre-university DEC) in a field pertinent to the primary responsibilities and two to four years of related work experience.
• Good knowledge of spoken and written English (Level 4) to explain policies and procedures and to draft routine correspondence; basic knowledge of spoken French (Level 3) to handle telephone and in-person requests for routine information from students or members of the public.
• Good knowledge (Intermediate level) of Word (to format letters, lists, and do mail merges); basic knowledge of Excel (to create and format spreadsheets, do graphs, and calculate formulas).
• Team player who is also able to work independently and with minimal supervision.
• Reliable, organized, able to meet deadlines and work in a high-volume environment.
• Very good organizational and interpersonal skills.
• Good knowledge of the Faculty of Fine Arts’ programs, policies and procedures an asset.

Salary

$22.98 – $27.66 per hour (Pay Equity adjusted salary rate)

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by January 8, 2013, to:

Josy Cirella
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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