Office Agent to The Admissions Office

2 weeks ago

Vanier, Canada Vanier College Full time

**Reference number**: S-23-24-3228

**Job Category (Job Alert)**: Administrative Support

**Department**: Academic Sector

**Services**: Academic Systems - Registrar's

**Immediate Supervisor's Name**: Johanna Cosentino

**Position Status**: Regular Full-time

**Length of the contract**: Permanent

**Work Location**: Vanier College

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

**External Posting Start Date**: 2023-11-16

**External Posting End Date and Time**: 2023-11-29 17:00

**Salary Scale**: $22.36 - $25.00

**Expected Start Date**: 2023-12-18

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**:

- More specifically, but not limited to, the Office Agent:
- Assists the Admission staff in processing the international admission files for regular programs, and the attestation of collegial studies for Continuing Education;
- Imports the files from Idefix (SRAM) and ensures the information imported to Clara is accurate;
- Prepares templates and produces admission correspondence, forms, data entry and various requisitions relevant to the International students in the Admissions Office;
- Ensures all information in the international student’s file pertaining to the admissions is accurate and complete for registration, statistics, reports and the Ministry;
- Is responsible for the tracking and distribution of all information related to the international information as requested: statistics, forms, letters, College publications, etc.;
- Processes all the mailing of admission letters/packages and related material of the international and regular applicants, and assists in all related processes;
- Ensures all documents (study permits, work permits, certificat de sélection du Québec, certificat d’acceptation du Québec and insurance coverages, etc) received are valid according to established deadlines;
- Is responsible for the scanning and proofing of all documents submitted by the international students;
- Keeps the Coordinator informed of all situations which may arise and require escalation;
- Verifies the files of the international students and applicants for proof of residence and other required documents/information; requests and updates data from the files of the students and applicants as required and files documents appropriately;
- Assists the Assistant to the Dean of Academic Systems-Registrar in the processing, verifying and maintenance of accurate and up-to-date records for international students during their studies at the College;
- Assists with the admissions process of regular students, as required;
- Participates in the training of staff;
- Assists in the activities of the Academic Systems-Registrar Department as required;
- Is responsible for confirming the letter of admissions on the IRCC website and, all other related activities, as required.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Schedule: Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)
- Classification: Agent ou agente de soutien administratif, classe I (Administrative Support Agent, class I)**Requirements**:

- Qualifications:
- A diploma of vocational studies (DEP) with 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 (1) year of pertinent experience.

Conditions related to the specific position:
- Strong English oral and written language skills (to be tested);
- Strong French oral language skills (to be tested);
- Good French 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 intermediate knowledge of Excel (to be tested);
- Excellent customer service and communication skills;
- Basic knowledge of the Quebec Secondary and Cegep education system is 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.

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