Assistant to The Chair - Montréal, Canada - Concordia University

Concordia University

Verified Company

Montréal, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Number:
/ P5519

Department:
Mathematics and Statistics

Grade:
PE160-9

Campus:
Sir George Williams (Downtown)

Salary:
$ $40.91 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
January 16, 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 Department Administrator and functionally to the Chair, the incumbent is responsible for the daily operations in the Chair's Office, to ensure the office runs smoothly and efficiently.

They are responsible for providing administrative support to the Chair and designated committees, ensuring that processes are carried out in an accurate and timely manner as well as assisting with the preparation of statistics and projections, contracts and correspondence.

PRIMARY RESPONSIBILITIES

Ensure that the Chair's office runs smoothly by providing administrative support to the Chair and the Department including scheduling and attending committee meetings and preparing committee meeting documentation; ensure followup of meeting action items as required.
Assist the Department Administrator in the proper administration of University procedures within the department according to the critical path deadlines for the various collective agreements and the coordination and preparation of Faculty Personnel dossiers.
Compose routine correspondence for the Chair and prepares statistical reports and projections (sabbaticals, contract renewals, etc.) according to deadlines mentioned on the critical path.
Review documentation submitted to the chair for signing to ensure completeness, accuracy and appropriateness.
Assist in entering and maintenance of data in departmental and University databases; assist with entering the annual departmental course schedule on the Student Information System (SIS); enters faculty data into FRIS and FCMS for course evaluations; enter grading step approvers on the SIS.
Maintain the confidential filing system for full

- and part-time faculty and other related administrative files; maintain key control, act as telephone coordinator and processes expense reports for faculty members.

Organize departmental committee meetings and gatherings, conferences and seminars, and transcribe minutes.
Assist with the maintenance of the departmental web site and ensure all information is uptodate; prepare the departmental newsletters
Maintain room booking system and book internal/external rooms as necessary.
Undertake other tasks required by the Chair or the Department Administrator.
Replace the departmental assistant during his or her absence, and provide assistance during peak periods.

REQUIREMENTS

Diploma of College Studies (3year technical program) and two to four years related work experience working in a University academic department requiring a solid knowledge and familiarity with academic and administrative policies and procedures.
Ability to take and transcribe minutes.
Excellent decisionmaking, organizational, interpersonal, and communication skills; ability to work with confidential matters with tact and diplomacy.
Proven ability to work in a fastpaced and potentially stressful environment.
Demonstrated proactive attitude and problem solving skills.
Demonstrated ability to set, assess, and reassess priorities, analyses and solve problems and multitask.
Excellent attention to detail, and the ability to work autonomously as well as part of a 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.

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

Accessibility
**Immigration