Administrative Support Agent, Class I

1 month ago

Vanier, Canada Vanier College Full time

**Reference number**: S-23-24-3305

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

**Department**: Academic Sector

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

**Immediate Supervisor's Name**: Isabelle Lacombe

**Position Status**: Full-time Replacement

**Length of the contract**: Until June 30, 2024

**Work Location**: Vanier College

**Work Schedule**: Please see the job description

**External Posting Start Date**: 2024-04-17

**External Posting End Date and Time**: 2024-04-23 17:00

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

**Expected Start Date**: 2024-05-20

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 Registrar’s Office & Academic Advising Coordinator, the Reception, Registration and Records Administrative Support Agent’s role is to provide clerical support to the Department of Academic Systems-Registrar and the Continuing Education.
- More specifically, but not limited to, the Reception and Records Support Agent, Class I:
- Provides reception services to inquiring students, faculty, staff and visitors on behalf of the Department of Academic Systems-Registrar and for Continuing Education sector;
- Provides accurate information about services offered and programs in Continuing educations (AEC-DEC);
- Participates in all aspects of the admission and registration processes for students; namely verifies and enters scheduling and registration information, oversees and processes the opening of students' files and verifies English Eligibility, among other duties;
- Assists in the verification of students’ eligibility into a program or into a course, and ensures the accuracy of the collection and scanning of supporting documents in the students’ file;
- Ensures all information pertaining to students’ files and records are maintained accurately according to rules and regulations in the pedagogical systems;
- Creates and processes changes to students’ records;
- Contacts students/teachers regarding confirmation, cancellations or schedule changes;
- Confers with Continuing Education Pedagogical Counsellors on students’ files when necessary;
- Processes the accounting functions of the department including and student refunds;
- Prepares and assists in the student confirmation of attendance process and follow-up and/or teachers;
- Composes letters and completes forms for students as required;
- Gathers, classifies, locates and scans the files in accordance with established procedures and participates in filing, scanning and the archiving process;
- Assists in the activities of the Department of Academic Systems-Registrar and Continuing Education as required;
- Participates in the production of materials, forms, documents, websites (dates, documents and online forms), pertaining to the Continuing Education;
- Assists in the preparation and processing of promotional materials of the Department’s activities;
- Maintains mailing lists and processes mailing;
- Ensures compliance with the BAnQ (Bureau des Archives nationales à Québec) and all College Policies and Procedures;
- Collaborates in maintaining the integrity of the standards and procedures as establishes by the Department of Academic Systems-Registrar and Continuing Education;
- Assignments may vary in accordance with the needs of the Department of Academic Systems-Registrar and Continuing Education.

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. & Friday 8:30 a.m. to 4:30 p.m. (during the semester) and Monday to Friday 8:30 a.m. to 4:30 p.m. (outside the semester) (35 hours/week).
- Classification: Agente ou Agent de soutien administratif, Classe I (Administrative Support Agent, class I)**Requirements**:

- Qualifications:
- Diploma of vocational studies (DEP) in an appropriate specialty or high school diploma or equivalent diploma or attestation of studies;
- At least one (1) year relevant experience.

Conditions related to the specific position:
- Strong English oral and written communication skills (to be tested);
- Good French oral and written communication skills (to be tested);
- Basic knowledge of Microsoft Word and Excel (to be tested);
- Solid interpersonal and customer service skills;
- Excellent organizational skills;
- Knowledge of pedagogical systems such as Clara and Omnivox, is an asset.

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