Concordia University

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Job description

Candidates will receive an email confirmation when submitting their application online. However, only candidates selected for interviews will be contacted. Please allow one (1) working day from the time you send in your application to receive an email confirmation.


OFFICE OF THE PROVOST

OFFICE ASSISTANT (P1951)


Posted on: April 16, 2019
Deadline: May 1, 2019
Grade: 8

Scope

Reporting to the Senior Director, Indigenous Directions, the incumbent provides administrative and logistical support to the Office for Indigenous Directions and scheduling support to the Senior Director and to the Project Coordinator. He/she also provides some administrative and logistical support to the Indigenous Directions Leadership Council and associated Working Groups.

Primary responsibilities

  • Manage the agendas of Senior Director and Project Coordinator and schedule internal and external appointments and meetings; ensure that relevant documentation such as agenda, note sheets, action item sheets, e-mails, formal documentation, etc. is included to support the daily activities of the Office.
  • Perform secretarial and administrative duties for the Office, including booking meeting space and caterers, and assisting in logistics for meetings and events.
  • Organize activities leading up to and following various meetings such as those associated with the Indigenous Directions Leadership Council and its associated Working Groups; prepare and maintain associated files and correspondence.
  • Act as a resource person for faculty, students and staff for all general information related to Indigenous Directions.
  • Compose and send general correspondence to faculty and staff.
  • Process mail, send faxes, maintain bulletin boards and order stationery supplies to ensure the efficiency of the day-to-day operations of the unit.
  • Maintain a system for proper management of documents; organize and maintain files.
  • Review, verify, process, and follow up on staff expense reports, corporate credit card, internal and interdepartmental expenses, and perform other functions in relation to the Office’s financial administration including maintaining the Office budget.
  • Coordinate all travel arrangement plans; prepare travel expense reports and monthly expense reports.
  • Participate in Office projects and other activities as required by the Senior Director.

Requirements

  • Knowledge of and experience with Indigenous peoples and communities.
  • Attestation of College Studies (ACS) and two to four years of related work experience.
  • Good knowledge (Intermediate level) of Word, Excel and Outlook; working knowledge of the Internet.
  • Good knowledge (Level 4) of spoken and written English and basic knowledge (Level 3) of spoken and written French in order to provide and interpret detailed information and to write routine correspondence.
  • Ability to interact professionally and effectively with senior officials and all of the diverse constituencies of the university community, as well as with external contacts.
  • Excellent communication, interpersonal and organizational skills with the ability to prioritize tasks while handling a high volume of inquiries with minimal supervision.
  • Demonstrated ability to multitask and to work as part of a team.
  • A calm, welcoming and customer service oriented demeanor.
  • Ability to work outside normal work hours.

Salary

$24.65 - $29.66 per hour

Union/Association

CUSSU

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