Administrative Coordinator - Montréal, Canada - Concordia University

Concordia University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Position Number:
/ P5878

Department:
Property Management

Grade:
GR09

Campus:
Sir George Williams (Downtown)

Salary:
$ $37.43 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
February 8, 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.

NOTE:
This posting represents a temporary replacement effective until January 12, 2025.

SCOPE
Reporting to the Sr.

Director, Property Management, Facilities Management, the incumbent assists and supports the daily activities within the Property Management unit of Facilities Management.

They are responsible for the Director's agenda, the coordination of meetings, creating and managing documentation, information management, including storage and archiving.

PRIMARY RESPONSIBILITIES

Manage the Sr. Director's agenda and work schedule; organize meetings, conference calls, webinars, conferences, minutes, logistics and bookings; arrange proactively pertinent information, documents, media and equipment required
Track, file and log administrative documents requiring multiple levels of approvals; maintain and develop guides and tools to ensure Direction's employees learn and follow established Department and University controls, policies and guidelines.
Collect and reconcile information in order to prepare and manage responses and follow ups.
Work closely and collaboratively with the Administrative staff of the Associate Vice President, Senior Directors and Directors and Managers of Facilities Management; provide back up during vacations and other absences.
Maintain and update employment files of Managers and departmental employees reporting to the Sr. Director; create and maintain tracking tools for vacations, personal time, banked time and absences.
Produce, review and update reports and presentations for the entire Direction; prepare documentation for distribution to committees and gather the information required to generate dashboards, reports and presentations.
Support projects/programs managed by the Sr. Director requiring research, writing, proofreading (translation when required), and followup; as needed, create web reqs, prepare contracts and other purchasing related documents.
Compose on behalf of the Sr. Director; disseminate executive letters, reports, detailed procedural instructions and other documents. Undertake other tasks related to the efficient functioning of the Departmental unit as required or assigned by the Managers or the Sr. Director.

QUALIFICATIONS

Diploma of Collegial studies (three year technical DEC) in a relevant field and four to seven years of related experience.
Experience with institutional/educational institutions desirable.
Administrative experience in Property Management, Operations Management, Leasing, Plant/Building Maintenance, Project Management and Administrative Management fields.
Knowledge of Banner and Millenium an asset.
Good knowledge (Level 4) of spoken and written English and French.
Advanced knowledge of Outlook, Word, PowerPoint and good knowledge (Intermediate Level) of Excel.
Good understanding of computing and automation technologies and administrative and information systems.
Excellent organizational skills; detail oriented, efficient, possess superior interpersonal, problemsolving and administrative skills.
Works well under pressure, can meet short deadlines and is proactive.
Excellent interpersonal and communication skills. Ability to interpret situations and resolve conflicts with professionalism and discretion.

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