Administration Technician

6 months ago

SainteAnnedeBellevue, Canada John Abbott College Full time

**Job Description**:
**J**OB SUMMARY: UNDER THE GENERAL AUTHORITY OF THE COORDINATOR OF HUMAN RESOURCES SERVICES AND THE DIRECT SUPERVISION OF THE CONSEILLER PEDAGOGIQUE (PD), THE TECHNICIEN WILL PERFORM VARIOUS ADMINISTRATIVE AND TECHNICAL TASKS PERTINENT TO PROFESSIONAL DEVELOPMENT, THE ADMINISTRATION OF P.D. FUNDS AND THE OVERALL FUNCTIONING OF THE PROFESSIONAL DEVELOPMENT OFFICE.

DUTIES AND RESPONSIBILITIES:
Professional Development Funding - All Employee Groups
- Provide guidance to all employees regarding the professional development funding process and assist employees to complete professional development funding requests and reimbursement documents in accordance with PD guidelines
- Calculate the maximum funding for each request according to individual contracts and workload; Liaise with HRS as needed for up-to-date information
- Prepare and distribute materials to professional development committees prior to each funding meeting
- Prepare and distribute meeting minutes for professional development committees
- Process and maintain professional development financial records for FPDC, PPDC, ASPDC
- Liaise with Financial Services and HRS for the calculation of PD funding available each academic year
- Process final expense reimbursement reports for each applicant and reconcile accounts monthly with Financial Services. Problem-solve any discrepancies
- Provide historical statistics on funding as requested
- Prepare annual report (grants and time spent) on professional development according to requirements outlined in Bill 90 (1%)
- Communicate PD funding committee decisions to applicants
- Support in the creation, launch, marketing and continuous improvement of the career development program according to the evolving needs of our employees.
- Update Clara PD module on a regular basis and produce annual reports of PD funding for all employee groups
- Provide logístical support in the organization/implementation of PD events/activities.
- May be called upon to work in collaboration with professionals to administer the PERFORMA program in accordance with the protocole d'entente between the University of Sherbrooke and the College

PERFORMA:

- Register JAC employees in their chosen courses and manage progression chart via the Université de Sherbrooke’s Portal
- Liaise with the Université de Sherbrooke’s, Department of Education, PERFORMA and program participants
- Advise PERFORMA participants on their course selections
- Produce in-house publicity for PERFORMA courses
- Coordinate and provide logístical support for PERFORMA courses hosted by JAC
- Gather and produce statistical information for JAC’s annual report

Other Professional Development-Related Tasks
- Maintain Professional Development Reference Library and Career Development Rolodex
- Maintain booking list for adjacent conferences rooms
- Market the Career Development and PD programs, updating as needed.
- Respond to general inquiries pertinent to Professional Development
- Other related tasks

QUALIFICATIONS:
Education

College diploma in Business Administration or equivalent, or a diploma or an attestation of studies which is recognized as equivalent by the competent authority.

Specific Requirements:

- Knowledge and experience in using Excel, WORD, PowerPoint
- Publisher and Canva an asset
- Knowledge of CLARA an asset
- Knowledge of accounting procedures
- Advanced English - oral and written
- Intermediate French - oral and written
- Proven ability to deal with employees pleasantly and efficiently within a service orientation as well
as dealing with difficult issues and situations with diplomacy
- Ability to prioritize and organize work efficiently and accurately with a minimum of supervision
- Ability to create visually appealing documents and event marketing materials
- Ability to produce effectively and efficiently under pressure (deadlines)
- Ability to maintain confidentiality
- Ability to read and interpret financial statements
- Ability to think critically and problem-solve and multitask

Testing may be required to demonstrate knowledge of:

- Word (intermediate)
- Excel (intermediate)
- English (Advanced written and oral)
- French (Intermediate written and oral)

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