Service and Office Assistant – Concordia University

Title of the Job: Service and Office Assistant

Location: Quebec City, QC

Job Description: Position Number: 50000525 / P4470A
Department: Administration Office Management
Grade: PE261-6
Campus: Sir George Williams (Downtown)Salary: $29.46 – $34.97 per hour
Union/Association/HR Policy: CUSSUPosting deadline: October 21, 2024Recognized 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 posting represents a temporary contract ending April 30, 2026SCOPEReporting to the Manager, Enrolment Services, Events and Office Support, the incumbent provides front-line customer service for Enrolment Services, responds to degree verification requests and assists with Convocation. They provide information on policies and procedures in response to in-person, telephone and email inquiries.PRIMARY RESPONSIBILITIES

• Welcome visitors, respond to inquiries and assist students by providing information on university procedures, guidelines and requirements, and redirect inquiries when necessary.
• Assist in providing office support services, including basic office equipment set-up; photocopy troubleshooting; escalating equipment and facilities issues as required; ordering and inventory of stationery supplies; scanning and uploading of Enrolment Services documents; retrieval of archived documents.
• Perform degree verifications using security protocols for prospective employers or third-party background screening agencies.
• Provide support for convocation related activities including registration, diploma production, payment processing, diploma mailing, responding to inquiries, and providing onsite support at events.
• Open, review, and process incoming mail. Determine, based on specified guidelines if documents are deemed official or not, date and stamp and distribute accordingly.
• Process official electronic transcripts obtained via the Bureau de Coopération Interuniversitaire system. Upload and code transcripts in the student record in the SIS.
• Perform other duties in support of Enrolment Services, including providing assistance to other units during their peaks (ie: in-person at Birks Student Service Centre, assisting transcripts, coding ISO documents, etc.).

QUALIFICATIONS

• Diploma of Collegial Studies and one to two years of office experience.
• Previous experience working in an academic setting and/or customer service and knowledge of Concordia University rules, regulations and academic calendar are considered assets.
• Good knowledge (Level 4) of spoken and written English in order to be able to communicate effectively with students, staff and faculty; basic knowledge (Level 3) of spoken and written French to understand the content and context of a document, to give and follow instructions, and to fill in forms and perform degree verifications where brief written descriptions and comments are required. Knowledge of additional languages is considered an asset.
• Basic knowledge of Word, Excel, Outlook and Teams.
• Working knowledge of the Student Information System (SIS) is considered an asset.
• Sensitivity to students and visitors concerns.
• Excellent interpersonal and communications skills with the ability to deal firmly but politely with students, visitors, and other parties.
• Ability to maintain composure (as a calming influence in a difficult situation).
• Good organizational skills with the ability to cope in a high-volume environment and meet established deadlines.
• Ability to multitask and work under pressure with frequent interruptions.
• Keen attention to details.
• Aptitude to work in a service-oriented environment as both a member of a team and independently.
• Ability to work outside normal operating hours during peak periods.

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, [email protected]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.

Company Name: Concordia University

Salary: $29.46 – 34.97 per hour

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