Administration Technician

1 month ago

Gatineau Quebec GR, Outaouais, Canada Cégep Héritage College Full time
ROLE SUMMARY :
Reporting to the Associate Academic Dean - Registrar, the Administration Technician performs various technical level administrative tasks of an administrative nature related to Regular and Continuing Education.

In the area of school organization, he/she participates in the technical processes related to admission, registration and course confirmation, student records management and computerized files or other administrative duties.

In the area of finance management, he/she collects, analyzes and prepares data or information with a view to assisting in the budget preparation, production of the financial statements and purchases. He/she participates in the daily control of the budgets process. Will form part of the team that assists personnel and users in Academic Services.

DUTIES: Admission/Registration
  • Performs operations and transmissions related to admissions and registration.
  • Tracks validation.
  • Ensures that the student records are accurate.
  • Opens student files in Student Database.
  • Provide assistance during the auditing process as required.
  • Keeps the Management of Academic Services and the Registrar’s Office informed by supplying different reports (i.e.: student registrations/admission process, outstanding fees and/or other related documents).
Communications
  • Communicates to students through various means as required.
  • Requests refunds (Clara).
  • Forwards form letters to be approved and signed by the Associate Academic Dean - Registrar and the Admissions and Records Manager (Clara).
Québec Resident Dossier
  • Applies MES rules based on information provided.
  • Collects and verifies documents.
  • Assigns the proper code in CLARA.
  • Keeps the Associate Academic Dean - Registrar and the Admissions and Records Manager informed of residency status of students.
Ministry Databases
  • Orders reports and verifies them for accuracy, makes corrections as required (i.e.: Socrate, Charlemagne, SYSEC, ARIANE, etc.).
Transmission
  • Transmits all required data in CLARA based on Ministry’s operation calendar (i.e.: Socrate, SYSEC, SRAM, etc.)
Withdrawals
  • Verifies the students’ status in CLARA and calculates appropriate refunds (i.e.: non-credit courses).
  • Prepares and requests refunds.
Final Marks
  • Prints and forwards reports for grades not submitted to Academic Services.
  • Follows-up with faculty concerning IT or IN marks.
  • Enters the marks into CLARA.
Graduation/ SYSEC (Système des Sanctions des études collégiales)
  • Transmits, reviews and corrects all information related to “Les objectifs et standards atteint» (OSA).
  • Runs AEC simulation for each student once their work term marks are received.
  • Provides the report of AEC’s refused to the Associate Academic Dean - Registrar and the Admissions and Records Manager for correction of the Program Grid or confirmation that the student will not be graduating.
  • Transmits AEC certification to SYSEC.
  • Brings errors to the attention of the Associate Academic Dean - Registrar and Admissions and Records Manager.
  • Provides copies of the report of AEC’s granted to the Secretary to the Board, etc.
Other Related Duties
  • Advises Administrative Support Agents regarding the execution of their duties.
  • Performs related duties as required.
Assists in the general operation of the office.

MINIMUM QUALIFICATIONS REQUIRED:
  • ​​​​​Diploma of collegial studies (DEC) in Administration, or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
  • Must possess very good communication skills in both English and in French (oral, written and comprehension).
  • Experience with Microsoft Office is essential.
ADDITIONAL QUALIFICATIONS:
  • Must possess excellent communication, organizational and interpersonal skills.
  • Must have excellent analytical and problem-solving skills.
  • Must be diligent, dynamic, creative and detail oriented.
  • Must be able to work independently with minimal supervision and have the ability to work as part of a team.
  • Must be able to work effectively with respect to deadlines and produce accurate results.
  • Must be flexible and able to adapt quickly to different situations.
  • Must have a strong work ethic and exercise discretion.
SALARY RANGE (PER HOUR):
26.38$ - 35.22$

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