Administration Technician

**Reference number**: S-23-24-3270

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

**Department**: Communications & Corporate Affairs

**Services**: Corporate Affairs

**Immediate Supervisor's Name**: Isabelle Moncion

**Position Status**: Regular Full-time

**Length of the contract**: Permanent

**Work Location**: Vanier College

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

**External Posting Start Date**: 2024-03-05

**External Posting End Date and Time**: 2024-03-18 17:00

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

**Expected Start Date**: 2024-04-15

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 Communications and Corporate Affairs, the Administration Technician is responsible for overseeing and performing numerous administrative and technical tasks associated with the management of Vanier’s Corporate Affairs sector, including the general secretariat of the College.
- More specifically, but not limited to, the Administration Technician:

- Governance:
- Organize, participate in and follow up on meetings of the Board of Directors (BOD) and its committees, including preparation of draft agendas, drafting of minutes and resolutions, preparation of reference documents and logístical organization of meetings in hybrid mode, in person or remotely;
- In collaboration with the Director of Communications and Corporate Affairs and Director General, contribute to the integration of new Board members and act as reference person for Board members;
- Monitor the terms of office of Board members and implement the appointment processes required for each position;
- Maintain and monitor the policy revision schedule and support the departments concerned in carrying out these revisions and updates;
- Proofread, revise and occasionally actively participate in the drafting of Cégep institutional documents, including policies, regulations and procedures, strategic plan, annual report, etc.

Documentation management:
- Receive internal requests for information and training related to document management and follow up with the Director of Communications and Corporate Affairs;
- Monitor the Cégep's retention schedule and inform the relevant departments of best practices (in accordance with the Cégep's document management governance guide) and actions to be taken according to the document's life stage;
- Receive translation requests from the College's various departments and coordinate translation work with external translators and services.

Corporate affairs:
- Support the Director of Communications and Corporate Affairs in managing requests for access to information;
- Support the Director of Communications and Corporate Affairs in the processing and follow-up of legal cases involving the Cégep.
- As a member of the Communications and Corporate Affairs team, the Administrative Technician may be called upon to contribute to certain activities of the Communications team;
- Must be available for Board and Executive Committee meetings outside regular working hours.

Other related tasks which fall within the scope of the classification of this position may be assigned.
- Classification: Technicien ou technicienne en administration (Administrative Technician)**Requirements**:

- Qualifications:
- DEC in administration or in 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:
- At least 2 years' work experience directly related to the position;
- Excellent organizational skills and capacity to define and manage priorities;
- Excellent English and French, oral and written competencies (to be tested);
- Advanced knowledge of Microsoft Office Word (to be tested);
- Intermediate knowledge of Microsoft Office Excel (to be tested);
- Ability to work with confidential material;
- Available to work according to a flexible schedule based on the Board and Executive Committee meetings;
- Highly developed sense of rigor and attention to detail;
- Good knowledge of deliberative assembly procedures, in particular Robert's Rules of Order (to be tested);
- Experience in a college or education setting would be an asset.

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