Job title: Administrative Assistant, Milieux Institute
Supervisor: Manager, Milieux Institute
Status: Part time (15-20 hours per week)
Term(s): Fall 2024/Winter 2025
Available to Start: Late August

Probation Period: 90 Days
Work Expectation: On-site work, with flexibility to accommodate student schedules
Location: Milieux Institute, SGW Campus, Concordia University, Montreal, Quebec

Job Description

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Milieux Institute is an interdisciplinary research hub at Concordia University in Montreal. It operates at the intersection of arts, culture, and technology. The institute is a platform for creative experimentation, interdisciplinary training, and progressive imagination, fostering a dynamic environment where researchers, artists, and graduate students collaborate on innovative projects. Our mandate is to foster and enhance interdisciplinary graduate research, providing a dynamic and collaborative environment that encourages innovative and cross-disciplinary approaches to research.

The Administrative Assistant collaborates closely with the staff to ensure efficient execution of administrative tasks, contributing to the overall smooth operation of the institute. This role is intended for current students or recent graduates looking to gain practical experience and professional development opportunities in a research environment. Responsibilities range from front desk support and financial administration to event coordination and policy implementation, all aimed at fostering a welcoming and collaborative research community.

In this position, you will develop essential administrative skills by managing schedules, coordinating meetings and events, handling correspondence, and maintaining records. Your financial administration tasks will include processing invoices, assisting with budget tracking, managing reimbursement and payment requests, and supporting the preparation of financial documents for grant management. You will gain valuable insights into the research grant and funding processes by assisting in managing awarded grants, including monitoring budgets and reporting requirements.

Additionally, you will enhance your communication and collaboration skills by interacting with a diverse group of faculty, researchers, students, and external partners. You will also develop technical skills through the use of office software and research management tools, as well as by assisting with the institute’s website and social media updates as needed.

This role provides a comprehensive foundation for a career in research administration, project management, or academic support, offering practical experience and professional development opportunities within a leading research institution.

Responsibilities:

• Front Desk Support: Welcome all visitors and members of our research community as the first point of contact. Address inquiries and provide guidance on connecting with the Institute’s people and support resources, ensuring a welcoming and collaborative environment.
• Initial Point of Contact: Serve as the first point of contact with coordinators regarding member processes, event space booking, and access requests.
• Administrative Support: Provide administrative support to the core staff, including preparation of payroll and financial service requests, expense reports, and travel bookings. Serve as back-up for several processes.
• Financial and Payroll Documentation: Ensure accurate preparation and timely approval of financial and payroll documents. Communicate with HR and Financial Services teams as needed, including handling time sheets, expense reports, payment requisition forms, and invoice/purchase requests.
• Expense and Budget Tracking: Enter expense and budget tracking data and follow up with internal departments and units as necessary.
• Data Support: Provide data support for department month-end and year-end processes as needed.
• Policy and Procedure Support: Assist cluster coordinators in understanding policies and procedures.
• Event Communication: Communicate with event organizers, invited guests, and suppliers as needed.
• Travel and Hospitality Arrangements: Assist with making travel and hospitality arrangements, meeting and space bookings, hotel reservations, and travel accommodations as needed.
• Filing System Maintenance: Maintain the institute’s filing system.
• Common Spaces Management: Help maintain common spaces such as meeting rooms, lounges, kitchen area, resource room.
• Other Duties: Perform other duties as assigned by the manager.

Desired Qualifications and Skills of an Ideal Candidate:

We understand that candidates may not possess every qualification listed below. We encourage applications from individuals who demonstrate potential and possess a combination of these skills and experiences.

• Excellent organizational skills and ability to manage multiple tasks and meet deadlines.
• Ability to write clearly and effectively.
• Strong verbal communication skills for interacting with faculty, students, and visitors.
• Familiarity with Office365 applications (Excel, Word, Outlook, Teams, OneDrive), including creating Word templates, pivot tables, charts, and formulas in Excel.
• Great interpersonal skills for building relationships within the research community.
• Ability to work independently and as part of a collaborative team.
• Experience in a university environment or similar research-focused setting.
• Ability to teach skills and concepts to colleagues and support staff.
• Basic accounting and budget management skills.
• Experience with financial and payroll documentation.
• Keen attention to detail for maintaining filing systems, tracking expenses, and managing data accurately.
• Ability to adapt to changing priorities and handle multiple responsibilities.
• Availability to work flexible hours on occasion.
• Strong communication skills for welcoming visitors and providing front desk support.
• Ability to address inquiries and provide guidance on institute services and resources.
• Experience with event space booking, travel and hospitality arrangements, and organizing meetings.
• Understanding of institutional policies and procedures.
• Ability to assist in the development and implementation of administrative processes.
• Strong problem-solving skills and ability to handle unexpected situations effectively.
• Proficiency in both English and French is an asset.

Salary Term

Research Office Support $17-$22 /hr

This position is offered on a term-to-term basis, contingent upon the institute’s support needs and budget availability.

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:
Due to a high number of applicants we have closed the applications!