Administrative Support Agent, Class I

2 months ago

SainteAnnedeBellevue, Canada John Abbott College Full time

**Job Description**:
**IMPORTANT**:Effective immediately

**APPLICATION DEADLINE**: October 25, 2024

**INTERVIEW DATE**: November 4, 2024

**JOB SUMMARY**:UNDER THE GENERAL AUTHORITY OF THE DEAN OF ACADEMIC SYSTEMS AND THE DIRECT SUPERVISION OF THE RECORDS MANAGER PROVIDES CLERICAL SUPPORT FOR THE REGISTRAR’S OFFICE.

**DUTIES AND RESPONSIBILITIES**:

- Assist with the daily operation, including correspondence and answering the telephone
- Assist with convocation preparation and awards
- Process registrations for full-time continuing education programs (AEC and DEC)
- Assist with continuing education registration
- Perform other related tasks as may be assigned

**Medical incomplete requests**
- Provide students with information about the medical incomplete process and answer questions
- Receive and prepare medical incomplete requests for evaluation by the Dean of Academic Systems
- Process requests once evaluated by the Dean of Academic Systems

**English Exit Exam**
- Select eligible students and transmission to MEES
- Prepare, survey and compile results
- Update CLARA accordingly
- Mail results to students
- Assist with training invigilators
- Prepare seating, exam materials; pre-exam and post-exam
- Responsible for the execution of the English Exit Exam

**Citizenship / Out-of-Province Student Verification for Day and Continuing Education**
- Retrieve resident of Quebec status from MEES
- Verify and obtain documents for students without resident status
- Update student status record
- Respond to students’ queries related to their status
- Verify International Student Study Permits for Day and Continuing Education

**Probation**
- Prepare probation letters (dynamic documents) for students and liaise with Counselling
- Update probation status as required
- Communicate workshop schedule & information and track participants

**QUALIFICATIONS**:
**Education**
- Secondary school diploma or a diploma of vocational studies in an appropriate specialty or 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
- Strong interpersonal skills and discretion
- Ability to multi-task
- High degree of accuracy in clerical work and data entry
- Ability to work with limited supervision
- Ability to produce work under pressure and to meet deadlines
- Ability to organize work efficiently
- English (Intermediate oral and written production & comprehension)
- French (Basic oral and written production, Intermediate written comprehension)
- Computer literacy / knowledge of Microsoft Office (WORD and EXCEL) Analytical and problem-solving skills

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

- English (Intermediate oral and written production & comprehension)
- French (Basic oral and written production, Intermediate written comprehension)
- Word (Basic)
- Excel (Basic)
- Analytical and problem-solving skills

**INTERVIEW PROCESS**

To streamline our selection process, interviews for this position are scheduled for a specific date, November 4, 2024. Only selected applicants will be advised of the interview location.

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