Concordia University

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Job description

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RECORDS MANAGEMENT AND ARCHIVES

ADMINISTRATIVE ASSISTANT (P5736)


Posted on: December 3, 2019
Deadline: December 16, 2019
Grade: 8*

Scope

Reporting to the University Archivist, the incumbent is responsible for providing administrative, secretarial, and logistical support to the Director and to the Records Management and Archives staff, when required.

Primary responsibilities

  • Manage the University Archivist’s agenda; schedule appointments and committees, prepare all documents required for these meetings and compose correspondence and announcements on behalf of the University Archivist, when required.
  • Coordinate the day-to-day administrative operations of the unit; act as a liaison with other units such as IITS, D-Print, Distribution Services and other departments, as needed and maintain inventory and order of office and kitchen supplies, ensure upkeep of shared areas.
  • Draft routine correspondence; assist staff in preparing documentation and mailings as well as making website updates and use different social media platforms to publicize the unit’s activities.
  • Receive, greet and direct visitors to the appropriate person of the unit; answer telephone and in-person inquiries and redirect accordingly, distribute mail, faxes and e-mail inquiries, and dispatches complex questions to other staff in the unit, photocopy or scan material.
  • Perform data entry in different systems; maintain and monitor the department general email address.
  • Retrieve and organize data for the preparation of documents and reports; prepare monthly statistical reports pertaining to performance metrics, contribute to the writing and development of documents and reports.
  • Assist in preparing contracts for archives donation in accordance with the policies set out by the archives management program; make arrangements for the pick-up and/or shipping of archival material.
  • Monitor departmental budget, verify ledgers, process invoices, cheque requisitions, expense reports, purchase requisitions, journal transfers and other related financial documentation.
  • Organize and schedule committee meetings, take and transcribe the notes or minutes of the meetings; prepare reports; coordinates follow-up as appropriate.
  • Provide logistical support for meetings and special events by booking conference rooms, ordering catering, arranging for refreshments, setting up and preparing meeting materials.
  • Maintain the office’s filing system according to the Records Management Program.
  • Make travel arrangements and books accommodations and transportation for the unit.
  • Undertake special projects, participate in departmental projects and perform other duties as assigned by the University Archivist.

Requirements

  • Diploma of Collegial Studies (two-year technical DEC) in a field pertinent to the primary responsibilities with two to four years of related work experience.
  • Good knowledge (Level 4) of spoken and written English, good knowledge (Level 4) of spoken French and basic knowledge (Level 3) of written French in order to provide routine information and answer in-person and telephone inquire).
  • Good knowledge (Intermediate level) of Word, Excel and PowerPoint.
  • Excellent interpersonal, organization, and communication skills.
  • Ability to work as both a member of a team and independently
  • Demonstrated ability to prioritize work and meet deadlines.
  • Tact, courtesy and sound judgment; discretion required with regards to confidential matters.

Salary

*Please note this is a Pay Equity designated position PE115-14A and that the associated salary range is $28.18 to $33.90 per hour.

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by December 16, 2019. Please click on the How to Apply button below for further instructions.

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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