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Job description

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OFFICE OF THE DEAN, FINE ARTS

ADMINISTRATIVE ASSISTANT (P5995)


Posted on: June 14, 2021
Deadline: June 29, 2021
Grade: 9
Campus: SGW

Scope

Reporting to the Director, Office of the Dean and Faculty Operations, and reporting functionally to the Associate Dean, Faculty Relations and Inclusion on relevant tasks, the incumbent will carry out administrative and logistical tasks to ensure the smooth and efficient operation of the academic personnel, and non-academic personnel portfolios. They will coordinate processes, update databases, and coordinate document management within the Dean’s Office, serve as a resource person faculty and staff, and support the Faculty’s equity, diversity, and inclusion initiatives.

Primary responsibilities

  • Manage the calendars for both the Director and Associate Dean; schedule internal and external appointments and committees, ensure appropriate meeting agendas and documentation
  • Provide logistical support for both the Director and Associate Dean; maintain a ‘bring forward and follow up system’ for action items, coordinate travel arrangements, file expense reports, process purchase requisitions, respond or redirect general inquiries.
  • Coordinate process for electronic file management of non-academic and academic personnel files; sending for approvals, tracking changes, filing for retrieval.
  • Assist in completion of non-academic and academic personnel processes (onboarding/offboarding, employment changes, leaves, grievances, resignations, retirements, etc.); following up, ensuring approvals and paperwork completeness, filing effectively, communicating with appropriate offices.
  • Coordinate onboarding activities for new faculty hires; including coordinating all aspects of new faculty Orientation, update the faculty Handbook and assist in communication plans for new tenure track hires.
  • Provide administrative and clerical support for all aspects of Faculty’s equity, diversity, and inclusion programming & initiatives
  • Assist the Academic Personnel Administrator with logistical and administrative support; including scheduling committee meetings, compiling documents for committees, electronic file management, and coordinating effective communications and follow-ups
  • Coordinate graduate supervision remission process on behalf of the Associate Dean; prompting faculty to complete online report forms, following up, verifying data collection.
  • Participate in ongoing administrative process improvement initiatives in the Dean’s Office; especially in alignment with principles of sustainability (including implementation of digital processes)
  • On behalf of the Director and Associate Dean, liaise in a timely, professional manner with stakeholders inside and outside Concordia as required. This can include confidential files.
  • Assist the Director in consolidating and updating database, metric dashboards, distribution lists; perform basic analysis to ensure accuracy.
  • Act as Secretary to various committees established by the Director or Associate Dean; draft Agendas; gather and assemble documents for distribution to the committee members; record minutes; and follow up on action items.
  • Research, compile and review information for various projects.

Requirements

  • Diploma Collegial Studies (three-year technical DEC) in the field related to the major responsibilities, and two to four years of relevant work experience
  • Previous experience in an executive level office desirable.
  • Good knowledge (Level 4) of spoken and written English to review & edit correspondences, policy, guidelines, and basic knowledge (Level 3) of spoken and written French in order to effectively follow up with stakeholders,
  • Experience working with confidential information in a professional manner
  • Basic knowledge of the University’s collective agreements as they pertain to academic & non-academic personnel as well as other relevant University policies and procedures, highly desirable
  • Demonstrated ability to initiate follow-up systems with senior leaders and managing multiple agendas in a digital environment
  • Good knowledge (Intermediate Level) of Word in order to create and format complex documents and use mail merge; good knowledge (Intermediate Level) of Excel to create and maintain spreadsheets, perform basic data analysis
  • Excellent use of electronic organization and communication tools, including MS365 (especially Outlook, Teams, OneNote, Forms)
  • Diligent attention to detail in correspondences and process coordination
  • Excellent organizational, interpersonal and communication skills, and the ability to work in a fast-paced, often stressful environment

Salary

$30.39 to $36.55 per hour

Union/Association

CUSSU

Interested applicants must submit a curriculum vitae with a covering letter by June 29, 2021. 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.


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