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Reception, Registration and Records Support Agent

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:
Isabelle Lacombe

Position Status:
Full-time Replacement

Length of the contract:
Until August

Work Location:
Vanier College

Work Schedule:
Please see job description

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 Registrar's Office & Academic Advising Coordinator, the Reception, Registration and Records Administrative Support Agent's role is to provide clerical support to the Department of Academic Systems-Registrar for the Continuing Education sector.
  • More specifically, but not limited to, the Reception, Registration and Records Support Agent, Class I:
  • Provides reception services to inquiring students, faculty, staff and visitors on behalf of the Department of Academic Systems-Registrar;
  • Provides accurate information about services offered;
  • Participates in all aspects of the admission and registration processes for students; namely verifies and enters scheduling and registration information, oversees and processes the opening of students' files, among other duties;
  • Assists in the verification of students' eligibility into a program or into a course, and ensures the accuracy of the collection and scanning of supporting documents in the students' file;
  • Ensures all information pertaining to students' files and records are maintained accurately according to rules and regulations in the pedagogical systems;
  • Creates and processes changes to students' records;
  • Contacts students/teachers regarding confirmation, cancellations or schedule changes;
  • Processes the accounting functions of the department including balancing of cash journals and student refunds;
  • Prepares and assists in the student confirmation of attendance process and followup;
  • Composes letters and completes forms for students as required;
  • Gathers, classifies, locates and scans the files in accordance with established procedures;
  • Trains new employees;
  • Assists in the activities of the Department of Academic Systems-Registrar as required;
  • Assists in the preparation and processing of promotional materials of the Department's activities;
  • Maintains mailing lists and processes mailing;
  • Oversees the dispatching of clerical tasks and ensures their timely completion;
  • Participates in filing, scanning and the archiving process;
  • Ensures compliance with the BAnQ (Bureau des Archives nationales à Québec) and all College Policies and Procedures;
  • Responsible for maintaining the integrity of the standards and procedures as establishes by the Dean of Academic Systems-Registrar;
  • Assignments may vary in accordance with the needs of the Department of Academic Systems-Registrar.
Other related tasks which fall within the scope of the classification of this position may be assigned.

  • Schedule: Monday to Thursday 10:00 a.m. to 6:00 p.m. & Friday 8:30 a.m. to 4:30 p.m. (during the semester) and Monday to Friday 8:30 a.m. to 4:30 p.m. (outside the semester) (35 hours/week).
  • Contract: A.S.A. P until August , with the possibility of an extension.
  • Classification: Agente ou Agent de soutien administratif, Classe I (Administrative Support Agent, Clerk I)
    Requirements:
  • Qualifications:
  • Diploma of vocational studies (DEP) in an appropriate specialty or high school diploma or equivalent diploma or attestation of studies;
  • At least one (1) year relevant experience.

Conditions related to the specific position:

  • Strong English oral and written communication skills (to be tested);
  • Good French oral and written communication skills (to be tested);
  • Basic knowledge of Microsoft Word and Excel (to be tested);
  • Solid interpersonal and customer service skills;
  • Excellent organizational skills;
  • Knowledge of pedagogical systems such as Clara and Omnivox, is an asset.

Comments:

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We thank all those who apply, however only those selected