Administration Technician

1 month ago

SainteAnnedeBellevue, Canada John Abbott College Full time

**Job Description**:
**JOB SUMMARY**:Under the direct supervision of the manager to provide technical support for the registrar's office pertaining to graduation as required

**DUTIES AND RESPONSIBILITIES**:

- Identify potential graduates at the beginning of each semester and ensure students are notified
- Assure the notification and distribution of diplomas to students
- Process all requests for graduate evaluation for DEC and AEC’s
- Liaise with Academic Advising concerning graduate evaluation when necessary
- Liaise with the OIIQ (Ordre des infirmières et infirmiers du Québec) concerning licensing and enrolment of all Nursing students. Set up data file according to their specifications of all levels of registered Nursing students. (Day and Continuing education)
- Provide official transcripts and listings of graduates for specific programs to their corresponding institutions, each semester
- Ordre des Infirmières et infirmiers du Québec (Nursing)
- Ordre des Hygiénistes Dentaires du Québec (Dental Hygiene)
- École nationale de police du Québec (Police Technology)
- Paramedic Care graduates for licensing exam registration
- Transmit “Droit-au-DEC” to MES at the end of each semester
- Transmit all graduates to MES. Analyse the refusals received, then ascertain and make necessary corrections to student records (ie missing objectives, substitutions etc) according to SYSEC & SOCRATE requirements
- Prepare potential graduate analysis statistics and graduate statistics
- Preliminary Honors & Deans List analysis in preparation for notification to students from the Academic Dean
- Liaise with records staff regarding grade changes and student record modifications pertaining to graduation
- Provide listings, statistics and “Final” transmission sheets for acceptance of graduates to the Director General’s Office for each Board of Governors meeting
- Provide Facilities with list of fall graduates that are not returning for locker reassignment purposes in January
- Transmit list of students to professional boards i.e. nursing, police tech., dental
- Prepare confirmation letters for Paramedic Care students
- Process Nursing Board Application requests for JAC graduates (facilitate process with Nursing Department) and Nursing Externship Requests for 2nd year Nursing students
- Liaise with universities on students’ behalf pertaining to graduate standing - especially with pending grade changes
- Oversee all aspects of Convocation and coordinates the work of clerical staff pertaining to Convocation
- Creates new program grids, updates and maintains program grids in CLARA
- Transmit new programs and courses to SOBEC according to MES criteria for program acceptance
- Work in close collaboration with Deans’s office regarding new courses & program grids at SOBEC
- Liaise with department regarding program courses, competencies, ponderation and prerequisites
- Communicate new program information to staff and ensures that program planners are updated and accurate on the website & portal
- Write and update procedures/processes and assists with staff training
- Participate on committees as requested by the Registrar
- Assist with all aspects of registration
- Prepare archiving pull lists & oversee digital archiving of student files
- Handle all requests for records of archived student records i.e. diploma, micro-fiches, etc
- Collaborate with Records technicians to maintain/update all courses & program grids at SOBEC
- Responsible for the processing of Final Grade Reviews and Academic Complaints submitted by students and liaise with academic departments regarding these processes
- Perform other related tasks as requested

**QUALIFICATIONS**:
**Education**:
To have a college diploma (DEC) in an appropriate specialty or a diploma or an attestation of studies which is recognized as equivalent by the competent authority

**Specific Requirements**:

- English
- Advanced oral and written
- French - intermediate oral, written comprehension and written
- Computer literacy - Word, Excel, Access
- Problem solving and analytical skills
- Accuracy in all work
- Knowledge of CEGEP system
- Ability to produce work under pressure
- Ability to organize work efficiently
- Ability to work with limited supervision

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

- English - Advanced oral and written
- French - Intermediate oral and written comprehension
- Word (basic)
- Excel (intermediate)
- Problem solving and analytical skills

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