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Office Agent to The Admissions Office

3 months ago

Vanier, Ontario, Canada Vanier College Full time

Reference number:

S

Job Category (Job Alert): Administrative Support

Department:
Academic Sector

Services:
Academic Systems - Registrar's

Immediate Supervisor's Name:
Johanna Cosentino

Position Status:
Full-time Replacement

Length of the contract:
A.S.A.P until November 3, 2023

Work Location:
Vanier College

Work Schedule:
Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)

External Posting Start Date:

External Posting End Date and Time: :00

Salary Scale:
$ $25.00

Expected Start Date:

Vanier College is an English-language public college with more than 6000 daytime students from over 90 different nationalities.

We have a thriving Continuing Education division that provides services to adult learners, international students as well as to community and corporate clients.

Vanier has approximately 1000 employees and offers a stimulating work environment and a beautiful green campus.

Our dynamic faculty and staff enjoy numerous benefits including an employee assistance program, employee fitness programs, professional development, daycare, educational fee waivers as well as music concerts and other activities.


Description:

  • Reporting to the Coordinator of Admissions and Systems Support, the Office Agent assumes clerical and secretarial responsibilities within the Admissions Office and the Academic Systems-Registrar's Office.
  • More specifically, but not limited to, the Office Agent:
  • Prepares templates and produces correspondence, forms, data entry, notes of meetings and various requisitions relevant to the Admissions Office;
  • Schedules and coordinates appointments for prospective applicants and students;
  • Updates the Vanier Admissions website;
  • Schedules and invigilates placement tests as required;
  • Oversees the accuracy of all program transfer requests, enters the admission verdict codes and issues letters accordingly;
  • Answers inquiries concerning activities related to Admissions from other Vanier College employees;
  • Performs data entry, scanning of pertinent documents and ensures the data in the pedagogical systems (Clara/Omnivox) are up to date;
  • Maintains the accuracy of the information saved on the Common Folders on the O: drive;
  • Is responsible for the accurate distribution of information and promotional materials internally and externally;
  • Assists in all processes relating to the correspondence of documents in the department;
  • Assists in all processes relating to the mailing of admission letters/packages and related material;
  • Verifies student/applicants' files for proof of residence and other required documents/information, requests and updates data from student/applicants as required and files documents appropriately;
  • Assists in the Registration process as required;
  • Participates in the training of staff;
  • Assists in the processing of course equivalences and program transfers;
  • Replaces other staff in the Academic Systems-Registrar's office as required;
  • Assists in the activities of Academic Systems-Registrar's office as required.
Other related tasks which fall within the scope of the classification of this position may be assigned.

  • Contract: A.S.A.P until November 3, 2023, or until the return of the incumbent to their position.
  • Classification: Agent ou Agente d'administration, classe I (Administrative Support Agent, Class I)
    Requirements:
  • Qualifications:
  • DEP with an appropriate specialty, or a secondary school diploma (DES), or have a diploma or an attestation of studies which is recognized as equivalent; at least one year of pertinent experience.

Conditions related to the specific position:

  • Strong English oral and written language skills (to be tested);
  • Strong French oral and good written language skills (to be tested);
  • Ability to work accurately with detailed information (to be tested);
  • Demonstrated ability to work autonomously and as part of a team;
  • Basic knowledge of Word and Excel (to be tested);
  • Excellent customer service and communication skills;
  • Basic knowledge of Clara, Omnivox, Socrate, SRAM, and all other pedagogical systems (an asset).

Comments:

If your work experience has changed since your last visit, please be sure to attach a new resume.

Note that a cover letter is mandatory, please be sure to attach yours.

We thank all those who apply, however only those selected for an interview will be contacted.