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PROJECT MANAGEMENT, FACILITIES MANAGEMENT
ADMINISTRATIVE COORDINATOR (P5875)
Deadline: November 20, 2019
Reporting to the Sr. Director, Project Management, Facilities Management, the incumbent assists and supports the daily activities within the Project Management unit of Facilities Management. He/she will be responsible for the Sr. Director’s agenda, the coordination of meetings, creating and managing documentation, information management, including storage and archiving.
- Manage the Sr. Director’s agenda and work schedule; organize meetings, conference calls, webinars, conferences, minutes, logistics and bookings; arrange proactively pertinent information, documents, media and equipment required
- Manage emails and communications; prioritize, coordinate and delegate requests to direct reports and departmental contributors.
- Track, file and log administrative documents requiring multiple levels of approvals; maintain and develop guides and tools to ensure Direction’s employees learn and follow established Department and University controls, policies and guidelines.
- Collect and reconcile information in order to prepare and manage responses and follow ups.
- Work closely and collaboratively with the Administrative staff of the Associate Vice President, Senior Directors and Directors and Managers of Facilities Management; provide back up during vacations and other absences.
- Maintain and update employment files of Managers and departmental employees reporting to the Sr. Director; create and maintain tracking tools for vacations, personal time, banked time and absences.
- Provide logistical and administrative support to the Sr. Director; manage electronic and paper files by analyzing and classifying documents and emails for appropriate filing and archiving.
- Produce, review and update reports and presentations for the entire Direction; prepare documentation for distribution to committees and gather the information required to generate dashboards, reports and presentations.
- Support projects/programs managed by the Sr. Director requiring research, writing, proofreading (translation when required), and follow-up; as needed, create purchasing requisitions, prepare contracts and other purchasing related documents.
- Compose on behalf of the Sr. Director; disseminate executive letters, reports, detailed procedural instructions and other documents.
- Undertake other tasks related to the efficient functioning of the Departmental unit as required or assigned by the Managers or the Sr. Director.
- Diploma of Collegial studies (three year technical DEC) in a relevant field and four to seven years of related experience.
- Experience with institutional/educational environments desirable.
- Experience in Project Management and Administrative Management fields.
- Knowledge of construction and professional contracts and SEAO procedures required.
- Knowledge of Banner and Millenium an asset.
- Good knowledge (Level 4) of spoken and written English and French.
- Advanced knowledge of Outlook, Word, PowerPoint and good knowledge of Excel.
- Excellent organizational and communication skills; detail oriented, efficient, possess superior interpersonal, problem-solving and administrative skills.
- Works well under pressure, can meet short deadlines and is proactive.
- Ability to interpret situations and resolve conflicts with professionalism and discretion.
$28.87 to $34.72 per hour
Interested applicants must submit a curriculum vitae with a covering letter by November 20, 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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