Administrative Secretary

3 weeks ago

Montréal, Canada Dawson College Full time

Nature of the work
- The principal and customary work of the employee in this employment class consists in carrying out various clerical tasks, including the more complex ones, in collaboration with one or more persons.
- The Academic Systems Department (also known as Registrar’s Office) is responsible for admissions, registration, course change, student records, academic standing, scheduling and academic advising. Services available through the Registrar’s office include College admissions, program transfers, equivalences, official transcripts, registration appointments and other matters related to students’ academic files, as well as the college timetable.**Responsibilities**:

- Performing duties under the classification of an Administrative Secretary, the responsibilities will include:
- Handle correspondence; telephones, mail, greet visitors and manage the Dean of Academic Systems agenda (take and make appointments, etc.);
- Receive, organize, and prepare student requests for Authorized Absences for the Dean’s review and handle all related correspondence;
- Maintain the Dean’s office filing system;
- Review and update information on Registrar’s Office TV screens;
- Maintain the Academic System’s annual critical path;
- Prepare elements of the Academic Calendar under the direction of the Dean;
- Keep track of all budgets under the Dean’s authority, including tracking of anomalies by checking with Human Resources, Finance and Purchasing departments;
- Keep track of vacation, overtime, etc., including reporting and follow up;
- Assist the Dean and the staffing department during staffing when necessary in the preparation of documents and reports;
- Assist the Dean or their delegate in coordinating registration activities;
- Participate in the various registration activities;
- Request and distribute registration reports;
- Prepare statistical registration reports;
- Secretarial support to the Academic Systems management team as required;
- Maintain and distribute office supplies;
- Preform other related duties.

**Requirements**:

- Qualifications
- To have a diploma of vocational studies (DEP) in an appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as an equivalent by the competent authority and have four (4) years of pertinent experience.
- Conditions- Ability to manage multiple files simultaneously in a busy environment
- Autonomy, initiative, sense of planning, organization, prioritization and responsibility;
- Able to greet public and students courteously
- Advanced oral and written English communication skills (testing may be required);
- Intermediate oral and written French communication skills (testing may be required);
- Advanced skills in Microsoft Word (testing may be required);
- Intermediate skills in Microsoft Excel (testing may be required).

**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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