ADMINISTRATIVE ASSISTANT (C1564)

CENTRE FOR HUMAN RELATIONS AND COMMUNITY STUDIES (CHRCS)

Note

This represents a one year part-time (28 hours per week) contract position.

Scope

Reporting to the CHRCS Director, the incumbent is responsible for ensuring smooth daily operations of the CHRCS. The assistant provides administrative, logistical and secretarial support to the CHRCS Director in all aspects of his or her functions related to CHRCS.

Primary responsibilities

• Provide administrative and secretarial support within the CHRCS.
• Ensure that administrative deadlines and procedures are met according to the critical path received from the CHRCS Director or other designated persons responsible for specific CHRCS dossiers.
• Screen, process and direct, if necessary, incoming mail (including e-mail) and phone or in-person inquiries about the CHRCS’ activities. Draft written responses when appropriate.
• Prepare dossiers for the CHRCS Director and Board of Directors – including creation, compilation and analysis of data and information in preparation of external and internal dossiers. Maintain “bring-forward and follow-up” systems for proper management of documents; organizes and maintains confidential files.
• Brief the CHRCS Director on issues requiring his/her immediate attention and follow up as required.
• Maintain inventory of supplies as well as process purchase requisitions, expense claims and work orders. Monitor the CHRCS operating budget and updates the CHRCS Director regularly.
• Oversee all aspects of event planning for CHRCS activities (liaise with facilitators, manage registration, organize meeting space, logistics, supplies, catering, accounting, and reporting).

Requirements

• Diploma of College Studies (3 year technical DEC) in Office Technology or in another pertinent field and four to seven years of related work experience.
• Good spoken and written English (Level 4); basic spoken and written French (level 3) to respond to work-related requests for information and/or providing assistance in matters related to CHRCS programs.
• Strong interpersonal and communication skills; client-service orientation.
• Superior organizational skills: ability to multitask, prioritize work, and handle enquiries while working with minimal supervision; keen attention to detail.
• Proven ability to work independently and as part of a team.
• Good knowledge (intermediate level) of Word to format documents and do mail merges and of Excel to create and format spreadsheets including calculating formulas and managing pivot tables; basic skills in using database programs such as Microsoft Access / Constant Contact.
• Good understanding of accounting procedures; proven ability to reconcile budget entries / reporting.

Salary

$38,000.00 – $45,796.80 per annum

Union/Association

N/A

Interested applicants must submit a curriculum vitae with a covering letter by October 30, 2012, to:

Maude Bellenguez-Lavin
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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