Coordinator, Administrative Services - Montréal, Canada - Concordia University

Concordia University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Number:
/

Department:
Leasing & Services

Grade:
GR09

Campus:
Sir George Williams (Downtown)

Salary:
$ $37.43 per hour

Union/Association/HR Policy:

CUSSU

Posting deadline:
March 31, 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, Leasing & Service, in Facilities Management, the incumbent performs a multitude of administrative tasks related to various material resources (such as computers, phones, mobile devices, peripherals and accessories) as well as tasks related to various human resources processes (such as recruitment, payroll and employee movement), and provides front-line customer service to internal and external clientele at the reception desk.

PRIMARY RESPONSIBILITIES

Support Facilities Management's units with the university's recruitment process and all forms related to changes in the department's human resources. Update the department's recruitment and HR reference guide, advise on appropriate forms to complete, gather and verify forms for accuracy, prepare memos and circulate documents for approval and signatures. Follow up on recruitment/HR activities within Facilities Management as required and ensure that requests are handled with confidentiality, accuracy and in a timely manner. Follow up with the Office of the Vice-President, Services and Sustainability and/or Human Resources regarding the status of certain recruitment or HR requests and advises Facilities Management units of next steps. Keep track of all recruitment and HR related activities for Facilities Management. Create and maintain an uptodate master list indicating the status of all positions (vacant, filled, in process of recruitment, etc.)
Act as a resource person to all units within Facilities Management with regards to the HRIS. Assist supervisors and managers with the various functions within the HRIS, troubleshoot issues that occur in the HRIS and share solutions with the various users within Facilities Management. Audit payroll entries pertaining to overtime, premiums, time off requests or casual employee timesheets in the HRIS. Adjust payroll entries as required.
Maintain an uptodate master list of all active employees, update organizational charts and circulate these documents to the Facilities Management units. Audit and reconcile employee information as needed to ensure that the information in our records matches the information in the HRIS and viceversa. Inform payroll and HR of any discrepancies in the HRIS and submit appropriate documentation to make the corrections. Prepare various scheduled or ad hoc reports related to payroll or HR activities within Facilities Management as required by the units, by payroll or by Human Resources.
Maintain and update the inventory of computers, phones, mobile devices and other equipment for all of the units of Facilities Management. Liaise with IITS for the procurement of computers, mobile devices, peripherals, and software for the refresh programs as well as for new positions. Liaise with IITS to gather software requirements and work with other service providers to determine the best solutions for Facilities Management's various units.
Coordinate the installation of computer software and equipment with IITS on behalf of Facilities Management. In conjunction with IITS, onboard and off board employees to the department with respect to software, hardware and access requirements. Ensure the appropriate decommissioning of equipment according to standard operating procedures. Coordinate maintenance and repairs of all of Facilities Management's shared printers and conference room equipment with IITS.
Maintain and update the inventory of phones and mobile devices for all the units of Facilities Management. Perform refresh of mobile devices, process the monthly phone billing, and collect roaming fee payments from employees. Address user overages with managers, update and distribute employee phone reference guide.
Manage the conference room and workstation reservation system. Make changes in the reservation system as required, keep information uptodate and maintain a reference guide.

Monitor, compile changes and update the Facilities Management website to ensure that it is always up to date using. Generate, update, and distribute scheduled and ad hoc rep