Administrative Support Agent, Class I

2 weeks ago

Vanier, Canada Vanier College Full time

**Reference number**: S-22-23-2991

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

**Department**: Continuing Education and Community Services

**Services**: Continuing Education

**Immediate Supervisor's Name**: Rowena Selby

**Position Status**: Full-time Replacement

**Length of the contract**: Until June 30, 2023

**Work Location**: Vanier College

**Work Schedule**: Please see job description

**External Posting Start Date**: 2023-01-27

**External Posting End Date and Time**: 2023-02-02 17:00

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

**Expected Start Date**: 2023-02-27

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 International and Language School, the Administrative Support Agent performs various administrative support tasks on behalf of those responsible for overall international projects, the Vanier Language School, and academic programs in Continuing Education.
- More specifically, but not limited to, the Administrative Support Agent, Class I:
- Greets guests, local and international students and staff in the Reception Office of the Parc Extension Campus;
- Responds to all initial inquiries from potential international agents and students interested in working with or studying at Vanier College;
- Responds to some initial inquiries regarding Language School classes, class registration and schedules;
- Is involved with the tracking of documentation for prospective and current students;
- Assists all students and teachers with class, schedule and other logístical concerns, and provides course information;
- Prepares letters, transcripts, reports, certificates, and other correspondence;
- Completes paperwork for deposits, refunds and outstanding fees;
- Prepares requisitions or paperwork for service contracts, absences, purchases orders, payment requests, and invoices;
- Collaborates with the organization of international student orientations, schedules, activities and workshops;
- Maintains tracking files, including student admission, health insurance coverage, and student course information;
- Organizes and maintains an adequate supply of all publicity flyers, forms and other types of mailing packages;
- Contributes to social media promotion and various forms of electronic communication with students;
- Deals with all logístical audio-visual and classroom/office set-up requests;
- Ensures that classrooms, offices and resource rooms are well-organized and stocked with appropriate materials;
- Helps support Technician and International Coordinator on all international projects;
- Helps support Technician and Pedagogical Counsellors for Language School and AEC aspects where necessary.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Schedule: Monday to Thursday, 8:00 a.m. - 5:00 p.m. and Friday, 9:00 a.m. - 12:00 p.m. (35 hours per week)
- Contract: A.S.A.P. until June 30, 2023
- Location: Campus Parc-Ex (550 Beaumont) 4 days per week; Vanier St. Laurent, 1 day per week
- Classification: Agent ou agente de soutien administratif, Classe I (Administrative Support Agent, Class I)**Requirements**:

- Qualifications:
- Diploma of vocational studies (DEP) with appropriate speciality or secondary school diploma (DES), or a diploma or attestation of studies recognized as equivalent and have at least one (1) year of pertinent experience.

Conditions related to the specific position:
- Ability to deal with people in a friendly, patient, and supportive manner;
- Strong administrative skills;
- Ability to multi-task in a busy office environment;
- Interest and experience working with diverse populations;
- Basic knowledge of Microsoft Excel (to be tested);
- Intermediate knowledge of Microsoft Word (to be tested);
- Excellent English communication skills (oral and written) (to be tested);
- Strong French communications skills (oral and written) (to be tested);
- Aptitude for working with detailed information.

**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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