ADMINISTRATIVE ASSISTANT (P5713)

STUDENT ACCOUNTS & UNIVERSITY CASHIER’S OFFICE

Scope

Reporting to the Manager, the incumbent acts as a team leader within the Unit and provides administrative support to the operations of the Unit and to the University Retroactive Withdrawal Committee. S/he participates in the collections of accounts, provides student and cashiering services to clientele, manages the operating budget, and provides regular budget forecasts to the Manager.

Primary responsibilities

• Draft and update operations and communications documents and forms, including Tuition and fees web pages, internal policies and procedures, templates for collection letters and other correspondence and various critical paths mappings.
• Provide administrative support to the University Retroactive Withdrawal Committee (URWC). Act as a front-line representative and contact person for the URWC for students, staff and faculty. Prepare, coordinate committee’s meeting schedule, prepare minutes and review each case file to ensure it meets criteria of URWC. Ensure follow-up action is taken for all case files.
• Offer front-line service to students: advise and direct them to the appropriate service department, establish acceptable payment agreements (within published deadlines) with students who have medium to large delinquent accounts, negotiate payment arrangements with students, prepare the formal Payment Agreement Contract, and provide Student and University Cashiering services to students.
• Prepare legal and court documents to claim monies from bankruptcy claims that have been filed by a student with a delinquent account; process student bankruptcy files. Distribute e-mail and mail correspondence to SAO staff members for action and response; monitor status of responses and report to Supervisor if action required. Act on and respond to requests from other units to adjust a student account.
• Prepare budget report and forecast to Manager for approval; ensure all purchases, casual staff hires, and other expenses fall within approved budget. Prepare and submit time-sheets to the Payroll Office electronically for on-line approval by the Supervisor or Manager. Resolve any problems regarding payment of casual and permanent staff. Manage the unit's petty cash float and disburse petty cash in accordance with University and departmental policy.
• Forecast, purchase and maintain inventory levels to meet requirements of the unit. Obtain quotes for purchases, submit purchase requisitions for all departmental purchases. Work with and coordinate services with suppliers (e.g.: pick-ups by security company).

Requirements

• Diploma of Collegial Studies (3 year technical program) in Business or Office Administration or in a field relevant to the primary responsibilities and two to four years’ of relevant work experience; with at least one year of experience maintaining budgets, working in an accounting and/or collections environment; and proven experience working with clients and the public.
• Very good spoken and written English (Level 5) in order to compose and proofread texts for publication (webpages), correspondence and forms. Ability to analyze a student request case, prepare case review notes and to take minutes of meeting is essential. Good spoken French (Level 4) in order to provide detailed information and explanations; and basic written French (Level 3) in order to correspond with students and sponsors, and comprehend government and legal documents written in French.
• Good knowledge (Intermediate level) of Word (to write and format text and charts, correspondence templates, forms templates), Excel (to create spreadsheets, format presentations, charts), PowerPoint (prepare presentations) and Visio (process mapping).
• Knowledge of on-line and web-based systems such as the Student Information Management System and Financial Information System (Banner) highly desirable.
• Strong process analysis, numerical and analytical skills; accuracy and attention to detail essential.
• Strong communication, customer service, decision-making, interpersonal, leadership and problem solving skills.
• Ability to lead and work as part of a team; ability to work independently.

Salary

$23.54 - $28.35 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by November 1, 2012, 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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