Office Assistant

Polytechnique Montréal is proud to be part of "100 Best Employers in Montreal" by Mediacorp 2026

Polytechnique Montréal is an internationally renowned engineering university. Located on Mount Royal, in the heart of Montreal, it excels in its multidisciplinary and multisectoral research of the highest level on the local, national, and international scene, and in the high quality of education offered at all levels.

Celebrating 150 years of history, it currently welcomes over 10,000 students and relies on the expertise of nearly 1,600 people with diverse skills, including over 300 professors.

Certified STARS, Gold level, in sustainable development, Polytechnique stands out for its cutting-edge advancements and its active role in technological, environmental, economic, and social development. It values the diversity of its staff members and implements an equal employment access program targeting women, visible and ethnic minorities, Indigenous peoples, and people with disabilities. Having received the Gold Gender Equality Governance certification, it offers excellent working conditions, particularly focusing on work-life balance and the well-being of its employees.

Under the responsibility of the Deputy Director of the Departmental Administration, the person sought provides support and follows up on administrative and academic processes in their unit. Welcomes and informs users (professors, students, instructors, etc.). Prepares, reconciles, and performs the layout of various administrative documents. Performs data entry and updates to the management information systems. Handles mail. Performs document classification, photocopying, and assembly. Performs tasks for the different units of the department.

Main Responsibilities

• Fills out forms (paper or electronic) used for the management of the sector's activities. Performs verification, data entry, and correction of data in the student, administrative, or financial affairs management information systems, as well as the web pages of their administrative unit. Produces the required lists and reports using appropriate software. Executes and follows up on clearly defined administrative operations specific to their unit, such as: maintaining a small cash register, reimbursement of expenses, inventory (rooms, equipment, telephony), return of merchandise, renewal of office supplies, management of keys and access;
• Produces lists and reports required using appropriate software. Verifies the accuracy of data (accounting, administrative, academic, or other) and makes necessary corrections. Applies established directives in this area and reports problems to the appropriate parties. Prepares and follows up on various administrative forms such as internal requisitions, procurement requests, and payment requisitions. May assist in the management of studies or administrative matters;
• In collaboration with administrative authorities and unit resources, ensures the preparation, organization, and coordination of exams. Transmits information to relevant parties and individuals while respecting established schedules;
• Performs data entry and layout of documents (with or without scientific symbols), such as letters, reports, exams, grant applications, statistical tables, administrative forms, lists. Verifies the accuracy of data, the quality of French, and the aesthetics of the presentation and ensures necessary corrections. Writes routine correspondence;
• Organizes unit meetings, invites participants, reserves rooms, prepares documents and materials. Assists at meetings, takes notes, writes the minutes, and follows up on decisions within their competence;
• Takes care of their supervisor's schedule, informs them of emergencies and scheduling conflicts, and adjusts their schedule accordingly and according to priorities;
• Participates in the preparation and material organization of specific events such as: PRISME, workshops, colloquia, congresses, exhibitions. Communicates with resource persons to identify needs, follows up according to their competence, or refers to the responsible persons of their unit;
• Contributes to the smooth operation of their unit by collecting information, presenting data in appropriate forms related to their field, and suggesting improvements to the functioning of activities;
• Keeps current applications up-to-date and explains them. Uses different software optimally such as word processing, databases, search engine, email, and in-house software. Learns new software being implemented: GEADE, SAFIRH;
• Assumes responsibility for the classification system of their sector and performs the required classification and archiving, and keeps display boards up-to-date;
• Performs research in documentation (paper, electronic, or otherwise) and communicates with resource persons to obtain or provide information;
• Welcomes visitors, provides general information about available services and policies, procedures, and norms in their sector. Ensures solutions to specific problems or refers the user to the responsible person;
• Receives, filters, directs, and makes telephone calls: notes and transmits messages. Receives, sorts, distributes, and sends mail;
• Uses and maintains various office equipment such as: desktop computer, photocopier, fax machine, scanner, and calculator. Makes service calls when required;
• Temporarily performs tasks of a related or lower position when required.

Education

• High school diploma (DES).

Experience

• One (1) to two (2) years of relevant experience.

Other

• Knowledge of word processing, data, and internet communication software.
• Salary

Class 5 (from $27.49 to $34.73).

Benefits of working at polytechnique montréal

• 21 days of annual vacation
• 16 days of holidays
• Social and parental leave
• Reduced work schedule during the summer period
• Possibility of hybrid work (telework/on-site)
• Daycare in the workplace (CPE Les petits génies)
• Employee assistance program
• Defined benefit pension plan

Work Schedule

• Temporary employment.
• Duration of the mandate: indeterminate (indicative).
• Full-time - 35 hours per week.
• Two (2) temporary assignments to be filled.
• Application Process

If this position interests you, please submit your application to the Talents and Culture Service by clicking the "APPLY NOW" button.

Polytechnique Montréal subscribes to an equal employment access program. Therefore, it invites women, Indigenous peoples, visible and ethnic minorities, and people with disabilities who meet the position requirements to submit their applications. Polytechnique Montréal will provide, upon request, support measures for people with disabilities throughout the recruitment, selection, and evaluation process.

After completing the analysis of the received applications, Polytechnique Montréal will communicate with the individuals whose file meets the requirements of the position to be filled and who are legally authorized to work in Canada.

Deadline for submitting applications: Thursday, August 6, 2026, at 5 p.m.

You are already IMPORTANT! You MUST log in with your pMatricule to apply.