Administrative assistant
Last updated: November 21, 2024, 3:45 p.m.
Location: Concordia University, Montreal, Canada
Hours per week: 28 to 35 hours per week, Monday to Friday, during office hours
Duration: 2 years, with renewal potential based on performance and funding availability
Salary: 25.21$ à 34.76$, plus benefits
Application deadline: December 1, 2024
Start date: January 2025, negotiable
Description and context
Under the supervision of the IRMS Administrative Director, the Administrative Assistant will provide essential support in administrative and logistical management for the center. The ideal candidate should have strong organizational skills, the ability to work independently, and an eye for detail. This role offers the opportunity to contribute to the mission of IRMS, a growing and dynamic institute.
Roles and responsibilities
- Manage calendars for the director and team
- Take meeting notes and prepare minutes
- Organize student scholarship applications
- Collect receipts and invoices for submission to financial services
- Provide administrative support for various research activities and events
- Assist with travel and guest arrangements, including room bookings, hotel reservations, and accommodations for team members and visitors
- Maintain shared spaces such as meeting rooms, lounges, kitchen, and resource room
- Assist in developing and tracking internal procedures and policies
Job requirements
- Approximately 1-2 years of experience in a similar administrative role
- Bilingual (French and English), with strong written and verbal communication skills
- Basic skills in budget management and tracking
- Experience with financial and payroll documentation
- High attention to detail for file management, expense tracking, and data management
- Ability to adapt to shifting priorities and manage multiple responsibilities
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) for document management and report preparation
- Excellent organizational skills, strong attention to detail, and ability to handle multiple priorities in a dynamic environment
Will be considered an asset:
- Basic knowledge of communication to support institute outreach activities as needed
- Experience in an academic or research setting, with an understanding of diversity and inclusion issues
- Experience with SAP financial management system
Salary and benefits
The salary will be determined based on education and professional experience. The position includes a benefits package (life insurance, sick leave, retirement plan, and long-term disability).
Application instructions
Please send the following documents to Kassandre Thériault, specifying the job title ("Administrative Assistant") at irms@concordia.ca:
- A brief cover letter highlighting relevant skills for the position (PDF)
- An up-to-date resume (PDF)
Application deadlines and recruitment process
Applications will be reviewed starting December 1st, 2024, and the position will remain open until filled.
Shortlisted candidates will be invited for an interview and may be assessed on job-related skills. Only selected candidates will be contacted. For questions regarding this position, please contact Kassandre Thériault, IRMS Coordinator, at kassandre.theriault@concordia.ca
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.
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, irms@concordia.ca.
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.
