Department Assistant

Position Number: 50013190
Department: Office of the Provost and Vice-President Academic
Grade: GR08
Campus: Sir George Williams (Downtown)

Salary: $31.14 - $37.47 per hour
Union/Association/HR Policy: CUSSU

Posting deadline: November 4, 2024

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 Equity Office Executive Director and Director of Operations and Implementation, the incumbent provides department support (including financial administration) and follows-up on various dossiers, assignments, meetings and activities in support of the Equity Office, the Black Perspectives Office, and the PTFABR implementation team.

PRIMARY RESPONSIBILITIES

• Manage the office agendas of the Equity Office Executive Director and Director of Operations and Implementation; schedule internal and external appointments and meetings; ensure relevant documentation is included (agenda, note sheets, action item sheets, e-mails, formal documentation, etc.) to support the daily activities of the units.
• Assist in updating the Equity Office, BPO, President’s Task Force on Anti-Black Racism and Black Presence Hub websites, newsletter updates and Annual Reports. Assists in processes to regularly inform internal and external stakeholders on activities to build awareness and engage participation.
• Perform secretarial and administrative duties for department activities, including booking meeting space and caterers, and assisting in logistics for meetings and events. Develop and maintain a booking system from team members of the Equity Office, Black Perspectives Office and PTFABR implementation team.
• Responsible for all travel arrangement plans as requested by the Equity Office Executive Director and Director of Operations and Implementation. Prepare travel expense reports and monthly expense reports.
• Organize activities leading up to and following various meetings (agendas, notices, minutes, preparation of dossiers, and responses to inquiries). Prepare and maintain associated files and correspondence.
• Act as a resource person for faculty, students and staff for all general information related to the units, their daily operations and activities.
• Monitor, compose and send general correspondence to faculty, staff and students. This includes monitoring the Equity Office, Black Perspectives Office and PTFABR mailboxes as well as other general unit inboxes.
• Process mail and deliveries. Maintain office inventory including stationery supplies, computer equipment and furniture to ensure the efficiency of the day-to-day operations. Maintain physical space by notifying and liaising with Facilities Management for space issues and updates and Campus Safety and Prevention Services for access and security.
• Maintain “bring-forward and follow-up” systems for proper management of documents; organize and maintain files.
• Review, verify, process timesheets for casual employees and follow up on staff expense reports, corporate credit card, internal and interdepartmental expenses, and perform other functions in relation to financial administration. Maintain the budget for the Equity Office, Black Perspectives Office and PTFABR implementation activities.
• Participate in team meetings, projects and other activities as required by the Equity Office Executive Director and Director of Operations and Implementation.
• Perform other duties in the Equity Office, Black Perspectives Office and PTFABR implementation activities.

QUALIFICATIONS

• Diploma of Collegial Studies (2 yr) in a field pertinent to the primary responsibilities and two to four years of relevant work experience.
• A calm, welcoming, customer service-oriented demeanor.
• Demonstrated ability to interact professionally and effectively with senior officials and all of the diverse constituencies of the University community, as well as with diverse external communities and contacts.
• Good spoken and written English and French (Level 4) to prepare correspondence/documents and respond to information requests in either language.
• Intermediate level: Word, Excel. Ability to work with Outlook and the Internet.
• Demonstrated ability to multi-task and to work as part of a team.
• Ability to work outside normal work hours.

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.