Administrative Support Agent, Class I

3 weeks ago

SainteAnnedeBellevue, Canada John Abbott College Full time

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

**Application deadline date: May 10, 2023.**

**JOB SUMMARY **UNDER THE DIRECT SUPERVISION OF THE ADMISSIONS & SCHEDULING MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE SCHEDULING CLERK PROVIDES CLERICAL SUPPORT FOR ALL ASPECTS OF THE SCHEDULING PROCESS AND REGISTRATION, INCLUDING PRE-REGISTRATION. THE SCHEDULING CLERK WILL BE RESPONSIBLE FOR THE RECEPTION/INFORMATION DUTIES FOR DAY AND CONTINUING EDUCATION IN THE RECEPTIONIST’S ABSENCE.

**DUTIES AND RESPONSIBILITIES**

**Scheduling & Registration**:

- Assists with the preparation and distribution of scheduling information to Chairs and subsequent data entry of the scheduling data for the Fall and Winter Day Division
- Assists in the editing of the Schedule of Classes in preparation for publication
- Administers, according to College policy, the pre-registration of all Career programs and other programs
- Liaises with Department Chairs concerning pre-registration
- Plots all career program streams according to established criteria
- Updates references in CLARA room configuration and equipment
- Liaises with faculty concerning room change requests
- Effects all room bookings after finalization of Schedule of Classes
- Prepares the Final Exam Schedule, including exam seating and posters, for Fall and Winter according to departmental policy and requests final exam setup in the gymnasium
- Assists with all aspects of registration
- Reviews and resolves registration errors during registration and works on the registration helpline
- Processes career program and pre-university standing and advancement and career program non-payment
- Assists and responds to specific enquiries from registration helpline staff
- Verifies lunch hour agreement, 2 / 3-day teacher schedules according to faculty collective agreement for all disciplines
- Assists with intersession registration
- Assists with course correction
- Prepares, prints and publishes scheduling and registration information on the College website and on the student and staff portals, including but not limited to: Schedule of Classes, Final Exam and Intersession course information

**Reception**:

- Works at the front desk during lunch hour, breaks, end of day and in receptionist’s absence
- Performs any other related tasks as requested by the Dean of Academic Systems or managers

**EDUCATION**

To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.

**SPECIFIC REQUIREMENTS**
- One year related experience
- English Intermediate oral and written
- French Intermediate oral
- French Basic written & written comprehension
- Computer skills (Word, Excel, Internet)
- High degree of accuracy in clerical work and data entry
- Knowledge of the CEGEP system an asset
- Ability to work under pressure
- Good communication skills
- Ability to organize work
- Excellent organizational skills and ability to multi-task

**Required Tests**:
Testing may be required to demonstrate knowledge of:
English Intermediate oral and written
French Intermediate oral
French Basic written & written comprehension
Word (intermediate)
Excel (intermediate)
Logic problem solving & analytical skills

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