April 30, 2021

Job Opportunity at Milieux: Operations and Coordination Assistant

Milieux Institute for Arts, Culture and Technology

Operations Assistant Job Description

Job title: Operations Assistant, Milieux Institute
Supervisor: Head of Operations and Coordination
Status: Part time casual (7-15 hours per week)
Posting period: 30 April to 30 May 2021
Job entry: June 2021
Probation: 90 days


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. We support 200+ graduate students, dozens of faculty members, and several postdoctoral researchers working across eight interdisciplinary research clusters and numerous collaborative projects.

Assistants works with managers and other staff members to ensure that administrative tasks are completed and that the institute functions efficiently. This is a great opportunity for a current student or recent graduate to gain hands on experience with administrative and support tasks associated with operating the institute, including financial administration, basic accounting, as well as to gain knowledge of major research granting agencies and funding processes.

Responsibilities:

  • Acts as point of contact with the research cluster coordinators regarding membership processes, meeting and space reservations, and key/access card requests;
  • Provides administrative duties to the Milieux staff team including travel reports, p-card processing, maintaining vendor lists, and serving 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;
  • Trains staff in new 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 terams as needed (including time sheets, expense reports, payment requistion forms, invoice/purchase requests)
  • Provides data support for department month-end and year-end processes as needed
  • Enters expense tracking data and follows up with internal departments and units as needed
  • Maintains filing system
  • Helps organize and maintain common spaces
  • Assists with making hospitality arrangments, meeting and space bookings, hotel reservations and travel accomodations. Communicates with event organizers, invited guests and suppliers as needed
  • Provides overflow assistance to cluster coordinators as assigned
  • Other duties as assigned

Qualifications:

  • Excellent organizational skills and ability to meet deadlines
  • Ability to teach skills and concepts to colleagues
  • Ability to write clearly and great communications 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, and messaging (like Office 365, MS Office Suite, Google Docs/Sheets, OneDrive/Sharepoint, Dropbox, Teams, Discord)
  • Availability to work flexible hours on occasion, including evening and weekends
  • English and French an asset

Salary

Casual/Contract Employee $16.43-$19.00/hr

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

HOW TO APPLY:

Interested applicants should submit a CV and cover letter to the attention of Harry Smoak at milieux.institute@concordia.ca by May 30, 2021.