Administrative Support Agent, Class I

2 weeks ago

SainteAnnedeBellevue, Canada John Abbott College Full time

Job Type- Permanent Full-time- Category- Administrative Support- Salary Grade- Administrative Support Agent, class I - $22.36 - $25.00- Job Description**IMPORTANT**:Effective immediately

**DEADLINE TO APPLY**:August 4, 2023

**JOB SUMMARY**:UNDER THE DIRECT SUPERVISION OF THE ADMISSIONS AND SCHEDULING MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE ADMISSIONS CLERK PROVIDES CLERICAL SUPPORT FOR THE ADMISSIONS OFFICE FOR DAY AND CONTINUING EDUCATION

**DUTIES AND RESPONSIBILITIES**
- Refers students to academic departments, other College services or to other educational institutions as needed
- Provides specific detailed explanations to students and guidance counselors regarding admissions acceptance and refusal decisions
- Prepares electronic admissions files and lists for admissions evaluation
- Processes acceptances, refusals in Clara and conducts validation to ensure system is fully updated and accurate
- Creates and processes change of program requests in Clara and conducts validation to ensure system is fully updated and accurate
- Updates all admissions acceptance and refusal letters in collaboration with the administrative technicians
- Responsible for the coordination and preparation of the collection of inserts for acceptance letter mailing
- Responsible for printing all acceptance letters and preparing the mailing
- Prepares information for international student acceptance packages and mailing of packages to admitted students in collaboration with the administrative technicians
- Assists with the duplicate admissions follow-up
- Assists with the cancellation of non-confirmed students and sends cancellation notification letters
- Assists with the Secondary V verification for Day and Continuing Education
- Prepares placement testing materials, participates in the administration of the placement test and organizes placement testing correction with the English and French departments
- Updates student’s placement levels with placement testing results
- Assists with the follow-up of intents for admissions
- Updates the New Student Information booklet each semester in collaboration with the administrative technicians and manager
- Updates the John Abbott College Guidance Counsellor web page and other materials and information for guidance counsellors
- Participates in the organization of the student ambassador program for high school visits, special events, and the student for a day program
- Assists with the coordination of high school visits and student for a day requests from guidance counselors and potential applicants
- Coordinates and prepares the mailing of information and promotional materials to schools as needed
- Assists in providing general college admissions and program requirements through participation in high school visits and special events
- Assists with the preparation of and participates in Open House, Guidance Counsellor Day and Parents’ Night for the Admissions Office
- Maintains electronic student files and scans documents as needed
- Updates and produces dynamic documents and message diffusions intended for students
- Produces statistical reports for College distribution
- Performs other related tasks as required

**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
- Computer skills (Excel, Word)
- English Advanced oral, written and written comprehension
- French Intermediate oral, written and written comprehension
- Ability to multi-task
- 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

**Required Tests**:
Testing may be required to demonstrate knowledge of:

- English - Advanced oral and written and written comprehension- French - Intermediate oral, written and written comprehension
- Word
- Intermediate
- Excel - Intermediate- Deadline Date- 8/4/2023

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