Administrative Assistant

Job title: Administrative Assistant

Job description: Position Number: 50000588 / P1730

Department: Goodman Institute of Investment Management

Grade: GR09

Campus: Sir George Williams (Downtown)

Salary: $31.12 – $37.43 per hour

Union/Association/HR Policy: CUSSU

Posting deadline: November 20, 2023

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

SCOPE

Reporting to the Manager, Goodman Institute of Investment Management (GIIM), the incumbent provides administrative and logistical support to the Goodman Institute. They assist in daily operations of the unit, including participating in the administration and acting as a resource person for the Program.

PRIMARY RESPONSIBILITIES

• Provide administrative support to the Goodman Institute. Respond to queries from faculty, staff and prospective and current students by phone, e-mail and/or in-person. Manage the Director’s and Manager’s agenda.
• Responsible for student academic procedural advising; and verifies that student files are complete and that students have completed all requirements for graduation. Assist in the administration of the GIIM MBA Program; registration, student requests, etc.
• Based on established guidelines; advise students on admission requirements and missing documentation, prepare and monitor admission dossiers, and prepare letters of recommendation for admission or rejection to programs.
• Support recruitment and retention activities (e.g. Open House, information sessions, etc.). Under the supervision of the Manager and in cooperation with the Graduate Recruitment Office, provide administrative support for promotional and recruitment activities.
• Under the supervision of the Manager, oversee that student facilities in both locations are properly maintained; book classrooms; and orders and maintain course materials used by faculty at both sites.
• Prepare and process budget documents; e.g. expense reports, web requisitions, invoices, tuition fees, etc. Contact students to follow up on payment of application fees, confirmation deposits, tuition fees, etc.
• Under the supervision of the Manager, and in collaboration with other staff members, assist with the organization of special events (e.g. orientation sessions, preparatory week, graduation, etc.) at different sites; including booking of space, mailing invitations, preparation of RSVP lists and nametags, etc.
• Act as Secretary and provide administrative support for program meetings and to various committees and meetings established by or reporting to the Director; draft notices and agenda, gather and assemble documents for distribution, records minutes, prepare presentations and follow up on action items.
• Coordinate travel and hotel arrangements for the Goodman Institute faculty, students and staff traveling to and from Montreal and Toronto.
• Assist with the compilation of data surveys and special projects.
• Maintain and update students and alumni databases and ensure that all pertinent information is sent to students as requested by Manager.
• Maintain office supplies inventory.

QUALIFICATIONS

• Diploma of Collegial Studies (2-year pre-university DEC) with four to seven years of related work experience. Familiarity and knowledge of graduate programs is an asset.
• Good knowledge (Level 4) of spoken and written English in order to communicate effectively and to draft correspondence, documentation and reports; good knowledge (Level 4) of spoken French in order to communicate effectively with external partners and basic knowledge (Level 3) of written French to understand external documents.
• Advanced knowledge of Word (to create macros and do mail merges), good knowledge (Intermediate Level) of Excel (to create and modify spreadsheets and use simple formulas) and basic knowledge of PowerPoint (to modify templates and incorporate graphics into presentations). Knowledge of electronic Information Screen (Gefen Digital Signage), proficient knowledge of the Student Information System (SIS), and e-mail functions.
• Detail oriented, well organized (with the ability to prioritize and to multitask) and customer service oriented (proven experience in dealing with clients in a professional manner).
• Exceptional interpersonal skills, excellent communication skills and the ability to meet strict deadlines.
• Ability to work individually and in a team environment.
• Ability to work outside normal operating hours during peak periods.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement

Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity

Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility

Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status

All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.

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