Job Opportunity: Admin Assistant, Milieux Institute

Milieux Institute for Arts, Culture and Technology

Job Description

Job title: Administrative Assistant, Milieux Institute
Supervisor: Manager, Milieux Institute
Status: Part time (15-20 hours per week)
Posting Date: November 11th, 2022
Job entry: Winter 2023
Probation: 90 days

Are you a highly organized and detail-oriented person? Milieux is looking for a qualified student or recent graduate with an interest in research administration to join our team to provide part-time office support for smooth operation of the institute.

Milieux is an institute for research and research-creation at the intersection of the fine arts, digital culture and information technology located at Concordia University in Montreal, Quebec. Institute staff support 150+ graduate students, dozens of faculty members, and several postdoctoral researchers working across seven interdisciplinary research clusters and numerous collaborative projects.

The Administrative Assistant works with the manager and staff to ensure that administrative tasks are completed and that the institute functions efficiently. This is a great opportunity to gain hands on experience with administrative and support tasks associated with operating the institute, including financial administration and basic accounting, as well as to gain knowledge of major research granting agencies and funding processes.


  • Acts as point of contact with the research cluster coordinators regarding membership processes, meeting and space reservations, and key/access card requests
  • Provides administrative support to the core staff, including preparation of payroll and financial service requests, expense reports, travel bookings and serves as back-up on several processes
  • Develops expertise and serves as a resource for Office365 applications (Excel, Word, Outlook, Teams, OneDrive), including the ability to create Word templates, pivot tables, charts, formulas in Excel, as well as other applications.
  • Provides support to cluster coordinators in policies and procedures as well as in the appropriate utilization of technology
  • Ensures accurate preparation and timely approval of financial and payroll documents and communicates with HR and Financial Services teams as needed (including time sheets, expense reports, payment requestion forms, invoice/purchase requests, among others)
  • Provides data support for department month-end and year-end processes as needed
  • Enters expense and budget tracking data and follows up with internal departments and units as needed
  • Maintains Institute filing system
  • Helps organize and maintain common spaces
  • Assists with making travel and hospitality arrangements, meeting and space bookings, hotel reservations and travel accommodations.
  • Communicates with event organizers, invited guests and suppliers as needed
  • Provides overflow assistance to cluster coordinators as assigned
  • Other duties as assigned by the manager


  • Excellent organizational skills and ability to meet deadlines
  • Ability to teach skills and concepts to colleagues
  • Ability to write clearly and great communication skills
  • Ability to work independently and as part of a team
  • Basic accounting and budget management skills
  • Familiarity with common office software used for word processing, spreadsheets, presentations, file sharing, project management and messaging (like Office 365, MS Office Suite, Google Docs/Sheets, OneDrive/Sharepoint, Dropbox, Teams, Discord, Trello)
  • Availability to work flexible hours on occasion, including evening and weekends
  • English and French an asset
  • Experience in a university environment desired


Contract Office Support Employee $16.43-$18.26/hr

Concordia University is committed to Employment Equity and encourages applications from women, Aboriginal Peoples, visible minorities, ethnic minorities, and persons with disabilities.


Interested applicants should submit a CV and cover letter to the attention of Harry Smoak Position will remain open until filled.

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