Administrative Support Agent, Class I

3 weeks ago

Montréal, Canada Dawson College Full time

Nature of work:

- The principal and customary work of the employee in this employment class consists in performing a set of administrative functions of a relatively complex nature according to methods and procedures and to clerical functions related to current activities of their area.
- The duties and responsibilities of the employee are coordinated through the Director of Student Services. The employee will provide direct services to students in the areas of the Financial Aid Office, Employment Services Office, Counselling Services and for Student activities.**Responsibilities**:
- Perform administrative duties in the Financial Aid Office, Employment Services Office, Counselling Services Office and Student activities, (i.e. word processing, general office organization, screening and directing students to the appropriate individual within these offices, handling inquiries, booking appointments, etc.);
- Responsible for the monitoring of the reception area, triage and service needs assessment (Financial Aid, Employment, Counselling) of the students frequenting the office;
- Maintain calendar of appointments for the services, including drop-ins and workshops;
- Reserve meeting and/or workshop rooms, as requested;
- Contact students signing up for workshops, as requested;
- Arrange, catering, audio-visual equipment, as requested;
- Keep daily statistics related to the number of students seen by the Financial Aid officer, Employment officer and Counselling Services and submit to the Coordinator of Student Services a report to this effect at the end of each semester;
- Responsible for the preparation and distribution of the correspondence for the services;
- Keep an inventory of the food bank items, snack center, pamphlets and office supplies;
- Complete purchase requisitions, deposits and petty cash vouchers for the Financial Aid Office, Employment Services Office and the Counselling Services Office;
- Assist the Financial Aid Office, Employment Services Office and Counselling Services Office in the implementation of events and programming, as requested;
- Assist in the organization of Student Orientation activities
- Maintain and update the Job Employment website and the Student Housing website.
- Monitor and update all web pages related to Student Services.
- Post the advertising of events with the Communications Department for all services as requested;
- Take meeting minutes at meetings and distribute them to the participants;
- Replaces other support staff employees within Student Services Department, as needed;
- Perform all other related duties.

**Requirements**:

- Qualifications:

- To have a diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority and have at least one (1) year of pertinent experience.
- Conditions:
- Intermediate level Word and Excel (testing may be required);
- Advanced oral and written communication skills in English (testing may be required);
- Intermediate oral and written communication skills in French (testing may be required);
- Excellent interpersonal, organizational, communication and administrative skills and the ability to work well with the public and CEGEP students;
- Must be able to maintain department standards with respect to confidentiality of information;
- Ability to multi-task, pay attention to details and work independently when needed;
- Previous experience as front-line person in crisis situations would be an asset.

**Comments**:
Please note that a cover letter addressed to Laura Smith is mandatory. If your work experience has changed since your last visit, be sure to attach an updated resume.

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