Executive Secretary to The Dean - Canada - Concordia University

Concordia University

Verified Company

Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Number:
/

Department:
School of Health

Grade:
GR10

Campus:
Loyola (NDG)

Salary:
$ $40.47 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
April 28, 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.

NOTE:
This posting represents a maternity leave replacement until June 3, 2024.

SCOPE

Reporting to the Director, School of Health, the incumbent coordinates the activities of and provides logístical and administrative support to the Office of the Dean of the School of Health.

PRIMARY RESPONSIBILITIES

Manage the agendas of the Dean and Director; prepare dossiers for the dean, including compilation of information in preparation of external and internal dossiers. Maintain bringforward and followup system for proper management of documents.
Organize and schedule meetings of the Council of the School of Health and related standing committees, distribute documentation prior to meeting; take and transcribe minutes of the meetings as directed; coordinate followup as appropriate.
Screen, review and prioritize oral and written communications addressed to the Dean, respond following consultation with the Dean and the Director.
Maintain the filing system (i.e. School affiliation documents, agreements, contracts) and archive in accordance with University procedures.
Brief the Dean and the Director on issues requiring their attention.
Coordinate and provide logístical and administrative support for School events, such as registration, travel, accommodation, room bookings, catering etc.
Arrange and coordinate all travel plans (including registrations, flights and accommodations) for the Office of the Dean; prepare expense reports.
Collaborate with internal and external bodies, individuals and groups on behalf of the Dean and the Director.
Perform other duties in support of the unit as required.

REQUIREMENTS

Diploma of Collegial Studies (3 year technical DEC) in Office Technology or in a related field and four to seven years of relevant experience including demonstrated experience in senior management offices.
Very good knowledge (Level 5) of spoken and written English and French in order to draft correspondence and reports.
Good knowledge (intermediate level) of Word (to format letters, lists, mail merges) and of Excel (to create and format spreadsheets including calculating formulas) and Access (able to join tables and run queries).
Excellent judgment in assessing scheduling priorities.
Ability to work under pressure and meet strict deadlines; meticulous attention to detail.
Superior organization skills; ability to multitask and work on a variety of projects concurrently.
Strong communication skills.
Must be able to work independently and as part of a team.
Proven record of minute taking.

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 Status