Advocacy Administrative Assistant

Type of Position: permanent (part-time) (12–20 hours per week)
Start Date: 2021-June-07
Location: CSU Advocacy Centre – H-222 (online remote work due to Covid-19)
End Date: Permanent
Salary/Hourly Rate: $17.40/hr (Class 3)

Possibility of up to 30 hours available in the July and August (replacing staff with less availabilities).

Start date flexible and can be pushed as late as July 1st.

Deadline to apply: 2021-May-19 (internal applicants: May 16th)

Description/Scope:
The Concordia Student Union is currently seeking an undergraduate student to fill the position of Advocacy
Administrative Assistant at the CSU Advocacy Centre. Reporting to the Advocacy Centre Manager, the
Administrative Assistant supports the day-to-day operations of the center.

Responsibilities:

• To manage client intake and triage.
• To manage in-person and telephone inquiries.
• To manage office scheduling and manage appointments.
• To answer phone calls and take messages.
• To file, edit, draft, scan and send paperwork/documents.
• To send, receive, edit and triage emails.
• To store evidence for hearings and meetings.
• To submit requisitions for payment/reimbursement of office expenses.
• To order office supplies and maintaining appropriate stock levels.
• To respect and maintain strict confidentiality in all cases.
• To identify students’ academic needs/issues.
• To draft various office documents and policies under the direction of the Advocacy Centre
  Manager.
• To manage quality control of document filing for cases and manage archiving of closed cases.
• To work with the Advocacy Centre Manager to facilitate training, projects and outreach.
• To assist Advocacy Centre Manager in various activities.

Essential Requirement(s):

• Excellent organizational skills.
• Strong communication skills, both written and verbal.
• Excellent English language skills, written and verbal.
• Good French language skills, written and verbal.
• Computer literacy (full Microsoft 365 Suite: especially Outlook, Excel, SharePoint, Calendar).
• A strong ability to work independently.
• A strong ability to maintain a high degree of professionalism and discretion.
• Ability to communicate and respond considerately and compassionately, especially with
  individuals in difficult or sensitive situations.
• Familiarity with Academic Code of Conduct.
• Familiarity with the Code of Rights and responsibilities.
• Familiarity with Concordia policies.
• In order to be eligible, applicants must be full-time undergraduate students in good
  standing at Concordia. Applicants who are in failed standing, in conditional standing or on
  academic probation, or who have been sanctioned under the Code of Rights and
  Responsibilities or the Academic Code of Conduct are not eligible.

Asset(s):

• Experience as administrative assistant or receptionist.
• Spoken French and Spoken Mandarin is a primary Asset.
• Arabic, Hindi/Urdu, or other languages are secondary assets.
• Knowledge of Microsoft Access or other database software.
• Be approved for Concordia Work-Study: https://www.concordia.ca/students/financialsupport/
  work-study.html.

*Note- The Work-Study program allows full-time Concordia students to work on-campus part-time and is a
service supported by Financial Aids and Awards office. Visit http://www.concordia.ca/students/financialsupport/
work-study/about-work-studyprograms.html for more information on how to apply for a Work-Study
Authorization. Keep in mind that eligible students must be registered full-time in a program and receiving
governmental student aid. International (except the U.S.) students are exempt from the latter criteria.

Applications must include:

• Cover letter and C.V.
• Summer 2021 availabilities.
• If applicable, a copy of the authorization for Work-Study received by e-mail from the Concordia
  Financial Aid & Awards Office.
• Helpful, but unnecessary: Unofficial Transcript / Student Record; Fall 2021 & Winter 2022 course
  schedules.

How to Apply:
Send your complete application in a single PDF to jobs@csu.qc.ca. Please title your email:
Advocacy_Admin_Assistant_Summer_2021_(First_name_Last_name)

Incomplete applications or applications that do not follow all these steps will not be considered

***Internal candidates shall have preference according to the Collective Agreement.***

IMPORTANT NOTES:

• Students applying must be available to work an average of 12 hours per week, weekdays between
  10 am and 6 pm.
• Interviews for External candidates will be held via video conferencing during the week of May
  24th, 2021. Only applicants selected for an interview will be contacted by Friday, May 21st, 2021,
  for an interview slot. Please notify us in your application of any conflicts you have that week.
• For more information contact us at advocacy@csu.qc.ca.

Deadline to apply: 2021-May-19 (internal applicants: May 16th)