Administrative Technician

**Reference number**: S-23-24-3233

**Job Category (Job Alert)**: Administration

**Department**: Continuing Education and Community Services

**Services**: Continuing Education

**Immediate Supervisor's Name**: Gregory De Luca

**Position Status**: Full-time Replacement

**Length of the contract**: Until the return of incumbent

**Work Location**: Vanier College

**Work Schedule**: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)

**External Posting Start Date**: 2023-11-30

**External Posting End Date and Time**: 2023-12-06 17:00

**Salary Scale**: $24.21 - $32.32

**Expected Start Date**: 2024-01-08

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 Director of Continuing Education & Community Services, the Administration Technician performs various technical and administrative tasks on behalf of those responsible for overall administration of Continuing Education.
- More specifically, but not limited to, the Administration Technician:

- Administration:
- Prepares budgets, assists with accounting and prepares internal reports as required;
- Maintains and updates the financial aspects of ContEd (RFA);
- Liaises with the Finance department for the monitoring of budgets;
- Prepares letters and correspondence, service contracts and refunds;
- Manages the agenda and travel expenses of the Director;
- Maintains on going list of capital equipment requests for all programs;
- Researches, analyzes and validates budget proposals, submissions and purchase requests;
- Helps in the coordination of the work of support staff and professionals that report to the office;
- Collects and prepares data from various data bases and sources for analysis (ex: Clara / Teacher Workloads);
- Performs all necessary technical and administrative duties and record keeping.

International:
- Organizes the traveling logistics, accommodation and transportation of the Director, managers and professionals;
- Collaborates with the international team on different international projects;
- Collaborates on immigration procedures, insurances, homestay programs and guidance on other issues with international students.

Information:
- Compiles and disseminates promotional materials for AEC and credit courses and maintains inventory in collaboration with Vanier College’s Department of Communication;
- Oversees use and maintenance of promotional items, resources and physical structures necessary for international activities in collaboration with Vanier College’s Department of Communication;
- Maintains and updates website and social media platforms in collaboration with Vanier College’s Department of Communication;
- Works in collaboration with the Dean and the Coordinator in the evaluation of college promotional material and the newsletter;
- Develops and prepares event/activity related material such as nametags, signage, program booklets, menus, maps, certificates and guides in collaboration with Vanier College’s Department of Communication.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Schedule: Monday to Friday, 8:30 am to 4:30 pm (35 hours per week) with flexible schedule according to events
- Contract: Until the return of the incumbent to their position
- Classification: Technicien ou technicienne en administration (Administrative Technician)**Requirements**:

- Qualifications:
- DEC in Administration with an appropriate specialty or a diploma or an attestation of studies which is recognized as equivalent by the competent authority.

Conditions related to the specific position:
- Ability to manage and prioritize tasks in a fast-paced, changing environment;
- Ability to collaborate with colleagues and patrons and to work as part of a team;
- Strong organization and human relations skills;
- Intermediate knowledge of Microsoft Word and Intermediate knowledge of Excel (to be tested);
- Good oral and written French communication and excellent English communication skills (to be tested);
- Knowledge of social media;
- Aptitude for working with detailed information (to be tested);
- Knowledge of a third language, preferably Mandarin or Spanish, is an asset.

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