Administrative Support Agent, Class I

2 weeks ago

Vanier, Canada Vanier College Full time

**Reference number**: S-23-24-3227

**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 the return of incumbent

**Work Location**: Vanier College

**Work Schedule**: Please see job description

**External Posting Start Date**: 2023-11-20

**External Posting End Date and Time**: 2023-11-24 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**:

- Reporting to the International and Language School Coordinator, the Administrative Support Agent provides the necessary administrative support to Continuing Education’s credit and non-credit activities. This position involves front-line service for all Continuing Education services, but mostly caters to Language School support.
- More specifically, but not limited to, the Administrative Support Agent:
- Greets guests, students, teachers and staff in the Continuing Education Reception area and re-directs inquiries as appropriate;
- Assists students with registration and payment of Language School and PPD courses;
- Assists students and teachers in borrowing textbooks, laptops and other resources;
- Prepares student letters, transcripts, reports, certificates, and other correspondence for Language School students;
- Provides Language School instructors and students with course information;
- Completes paperwork for deposits, refunds and outstanding fees;
- Prepares requisitions, service contracts, absences, purchases orders, payment requests, and invoices;
- Maintains electronic files, including student health insurance and document coverage;
- Researches and arranges monthly Language School student activities and excursions;
- Assists with the organization of the IELTS testing procedures at Vanier;
- Organizes and maintains an adequate supply of all publicity flyers, forms and other types of mailings packages;
- Organizes interviews with prospective Language School instructors;
- Ensures that classrooms, offices and resource rooms are well-organized and stocked with appropriate materials;
- Conducts research on Language School courses and initiatives, as requested;
- Helps support Technician and International coordinator on Language School projects;
- Helps support Technician and Pedagogical Counsellors with AEC, DEC and RAC tasks and project as needed.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Schedule: Monday to Thursday, 10:00 a.m. to 6:00 p.m. and Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)
- Contract: Until the return of the incumbent to their position
- Classification: Agent ou agente de soutien administrative, classe I (Administrative Support Agent, class I)**Requirements**:

- Qualifications:
- Diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES), or a diploma or attestation recognized as equivalent;
- 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 and organizational skills;
- Ability to multi-task in a busy office environment;
- Interest and experience working with a multicultural public;
- Basic knowledge of Microsoft Excel and Microsoft Word (to be tested);
- Excellent English communication skills (oral & written) (to be tested);
- Strong French communication skills (oral & written) (to be tested);
- Knowledge of a third language, preferably Mandarin or Spanish, is an asset;
- Proven 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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