Administrative Support Agent, Class I

2 weeks ago

Vanier, Canada Vanier College Full time

**Reference number**: S-22-23-3099

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

**Department**: Academic Sector

**Services**: Faculty of General Education

**Immediate Supervisor's Name**: Kelly Purdy

**Position Status**: Full-time Replacement

**Length of the contract**: Until November 3, 2023

**Work Location**: Vanier College

**Work Schedule**: Mon - Fri, 8:00 a.m. - 4:00 p.m. (35 hrs/week)

**External Posting Start Date**: 2023-05-30

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

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

**Expected Start Date**: 2023-07-03

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 Dean of the Faculty of General Education (FGE), the Administrative Support Agent, class I, as the primary respondent of the faculty, ensures constant and permanent front-line services, on the phone and in person, to students, teachers, staff and outside visitors, and accomplishes clerical and administrative tasks of a relatively complex nature in support of the mandates given to the Faculty Dean.
- More specifically, but not limited to, the Administrative Support Agent, Class I:
- Greets students, teachers, staff and outside visitors, provides information on the sector and its functioning and refers more complex questions to the appropriate resources;
- Is responsible for the maintenance and verification of files, records and archives, including course outlines, work plans, annual reports, substitution forms, transfers of availability, services contracts, etc;
- Assists in ensuring the distribution of appropriate information to students and faculty (schedule changes, calendar changes, policies, etc.);
- Ensures adequate supply of stationary materials and tracks office inventory;
- Processes all in-coming and out-going mail in the office;
- Processes purchase requisitions, payment requisitions, work orders, expense reports, etc. as required;
- Schedules and organizes appointments and meetings as requested and prepares the necessary files and room bookings;
- Create certificates for the students;
- Tracks and organizes teacher summative evaluation process;
- Enters absences and verifies teacher absences;
- Provides assistance with the layout, editing and revision of documents and presentations produced by the Faculty Dean;
- Maintains the agendas of the personnel of the sector and schedules appointments, meetings, conference/hotel bookings, etc.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Schedule: Monday to Friday, 8:00 a.m. to 4:00 p.m. (or 8:30 a.m. to 4:30 p.m.) (35 hours per week)
- Contract: A.S.A.P, until November 3, 2023, or until the return of the incumbent to her position.
- Classification: Agent ou agente de soutien administratif, classe I (Administrative Support Agent, class I)**Requirements**:

- Qualifications- Diploma of vocational studies (DEP) with an appropriate specialty or a secondary school diploma (DES) or a diploma or an attestation of studies which is recognized as equivalent;
- At least one (1) year of pertinent experience.

Conditions related to the specific position:
- Excellent English oral and written competencies (to be tested);
- Strong French oral and written competencies (to be tested);
- Intermediate knowledge of Microsoft Word (to be tested);
- Basic knowledge of Microsoft Excel (to be tested);
- Ability to work with mínimal supervision and respond to questions and direct people to appropriate resources;
- Good human relations skills and ability to deal tactfully and courteously with patrons;
- Excellent organizational skills.

**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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