Department Assistant

Job Responsibility:

Position Number: 50000491 / P5319A Department: Office of the Vice-President, University Advancement Grade: PE256-7 Campus: Sir George Williams (Downtown)

Salary: $29.79 to $35.38 per hour Union/Association/HR Policy: CUSSU

Posting deadline: May 21, 2025

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 represents a temporary replacement contract until December 31, 2025

SCOPE Reporting to the Manager, Administration and Talent Management, the incumbent is entrusted with the responsibility to greet alumni, donors (current and potential), established partners (suppliers, consultants, etc.), faculty, staff, students and the general public. They also provide administrative support to University Advancement departments related to the engagement and solicitation of constituents.

PRIMARY RESPONSIBILITIES

• Provide front-line and support services for University Advancement. Ensure that the departmental office runs efficiently by responding to and directing incoming phone, email or in-person inquiries to appropriate individuals.
• Abides by high service standards when providing clients with services.
• Receive and validate requests for alumni cards. Produce Alumni cards and distribute to constituents. Updates alumni/donor database with relevant information.
• Sorts and distributes mail, cheques and cash donations for the entire department. Coordinates the pickup of correspondence with University mail services and external couriers.
• Supports the Gift Processing function i.e. updating constituent records, assisting with processing of donations, distribution of outgoing correspondence and other data entry updates. Provides other support as necessary.
• Collaborates with all Advancement administrative team members as needed. Support Leadership team on an ad hoc basis and provide administrative support to units during peak periods (i.e. event invitations, event preparation, correspondence with constituents, etc.).
• Monitors, maintains and restocks departmental supplies. Completes expense reports for all purchases.
• Supports management on department wide communications concerning policies, procedures and general notifications. Coordinates meetings, distribution lists and general office maintenance.
• Receives and submits requests for office access keys and staff cards. Maintains an inventory of all keys and access cards in the department.
• Performs other duties as required by Supervisor in support of the unit.

QUALIFICATIONS

• Attestation of Collegial Studies two to four years of pertinent work experience in a customer service environment.

• Good spoken English and French (Level 4), Good written English (level 4).
• Good knowledge of MS Excel, MS Word and MS Outlook software.
• Polished manner in dealing with the public and very good interpersonal skills.
• Demonstrated pro-active attitude, problem-solving skills and customer service orientation; ability to take initiative and work autonomously with minimal supervision.
• Service oriented; discreet; positive and dynamic.

Due to the volume of applications, only selected candidates will be contacted by our Talent 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.

IMPORTANT: The language and computer skills of short-listed candidates will be tested. 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 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. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life. 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, View email address on ca.edajobs.com Immigration Status All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada's reporting requirements, the University is obliged to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens.