Administrative Support Agent, Class I

7 days ago

SainteAnnedeBellevue, Canada John Abbott College Full time

Job Description:

IMPORTANT:
Effective immediately - permanent, part-time

Schedule:
Tuesday, Wednesday & Thursday from 8:30 am - 4:30 pm

JOB SUMMARY:

UNDER THE DIRECT SUPERVISION OF THE RECORDS MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE RECORDS CLERK PROVIDES CLERICAL SUPPORT FOR THE REGISTRAR'S OFFICE.


DUTIES AND RESPONSIBILITIES:

Records

  • Creates all purchase orders for the Registrar's Office and Academic Advising
  • Responsible for the preparation and distribution of Ministry of Education diplomas to students
  • Responsible for the printing and mailing of transcripts to students no longer attending the College
  • Assists with the creation of the listings and statistics of graduates each semester for the Board of Governors or for posting in the Registrar's Office
  • Assists with preparation of official transcripts and listings of graduates for specific programs to their corresponding institutions each semester. For Nursing (OIIQ), Dental (OHDQ), Police (ENPQ).
  • Maintains the Registrar's Office web page
  • Maintains the Registrar's Office intranet site
  • Participates with registration for Continuing Education
  • Assists with scheduling and preregistration for the day division
  • Prepares statistical reports and other reports for the Registrar's Office and other college departments
  • Responsible for updating the Registrar's Office critical path
  • Assists with processing of requests for withdrawal for medical reasons during peak periods
  • Receives and prepares verification documents for outofprovince nursing boards, forwards them to the Nursing Department and returns completed forms to the verification body once complete
  • Performs other related tasks as required

Tasks specific to Convocation:

  • Creates and maintains the database of all persons invited to convocation
  • Prepares and mails invitations to students and the Board of Governors
  • Creates and monitors the survey inviting College faculty and staff to convocation
  • Maintains, tracks and updates all responses in the database
  • Responsible for portal announcements and telephone message broadcasts
  • Collects all information for the convocation program related to graduates and student awards
  • Coordinates printing of the convocation program
  • Coordinates printing and mailing of ceremonial certificates to students not attending the ceremony
  • Prepares the record of deposit for all convocation fees received by the Registrar's Office
  • Prepares all purchase order requests related to convocation
  • Liaises with vendors, obtains quotes and places orders for all items related to convocation including gowns, stoles, tassels, regalia, chairs, flowers, etc.
  • Organizes the convocation reception (vin d'honneur)
  • Books the sound/light technician and photographer, and arranges for audio visual equipment
  • Provides information regarding the number of students by program and guests for event logistics coordinator
  • Assists with the recruitment of academic marshals
  • Arranges for the engraving of guest speaker and student award plaques
  • Prepares the order of proceedings
  • Prepares the budget report
  • Prepares all Octopus requests for additional campus security traffic agents and for campus care, ventilation, cleaning and janitorial services
  • Verifies delivery and return of all convocation related material
  • Coordinates the printing and distribution/pickup of convocation tickets for guests
  • Reserves all campus spaces used for convocation

QUALIFICATIONS:

Education


To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.


Specific Requirements:

  • At least one year of pertinent experience (preferred)
  • Computer skills Microsoft Office (Word, Excel, Access)


English
  • Advanced oral, written and written comprehension


 French
  • Basic written and written comprehension


 French
  • Intermediate oral
  • Ability to multitask
  • Ability to organize work efficiently
  • Ability to produce work under pressure and to meet deadlines
  • High degree of accuracy in clerical work and data entry
  • Ability to work with limited supervision
  • Strong interpersonal skills
  • Event planning an asset

Testing may be required to demonstrate knowledge of:


English
  • Advanced oral, written and written comprehension


 French
  • Basic written and written comprehension


 French
  • Intermediate oral


 Word
  • Basic


 Excel
  • Basic


 Access
  • Basic

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