Administrative Support Agent, Class I
3 weeks ago
**Job Description**:
**IMPORTANT**:Full-time replacement position - Effective immediately until the return of the incumbent
**APPLICATION DEADLINE**: March 5, 2024
**JOB SUMMARY **UNDER THE DIRECT SUPERVISION OF THE ADMISSIONS & SCHEDULING MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE SCHEDULING CLERK PROVIDES CLERICAL SUPPORT FOR ALL ASPECTS OF THE SCHEDULING PROCESS AND REGISTRATION, INCLUDING PRE-REGISTRATION. THE SCHEDULING CLERK WILL BE RESPONSIBLE FOR THE RECEPTION/INFORMATION DUTIES FOR DAY AND CONTINUING EDUCATION IN THE RECEPTIONIST’S ABSENCE.
**DUTIES AND RESPONSIBILITIES**:
**Scheduling & Registration**:
- Assists with the preparation and distribution of scheduling information to Chairs and subsequent data entry of the scheduling data for the Fall and Winter Day Division
- Assists in the editing of the Schedule of Classes in preparation for publication
- Administers, according to College policy, the pre-registration of students in the Day Division
- Liaises with Department Chairs concerning pre-registration
- Plots all career program streams according to established criteria
- Updates references in CLARA room configuration and equipment
- Liaises with faculty concerning room change requests
- Effects all room bookings after finalization of Schedule of Classes
- Prepares the Final Exam Schedule, including exam seating and posters, for Fall and Winter according to departmental policy and requests final exam setup in the gymnasium
- Assists with all aspects of registration
- Reviews and resolves registration errors during registration and works on the registration helpline
- Processes career program and pre-university standing and advancement and career program non-payment
- Verifies lunch hour agreement, 4-day teacher schedules according to faculty collective agreement for all disciplines
- Assists with intersession registration
- Assists with course correction
- Prepares, prints and publishes scheduling and registration information on the College website and on the student and staff portals, including but not limited to: Schedule of Classes, Final Exam and Intersession course information
**Reception**:
- Works at the front desk during lunch hour, breaks, end of day and in receptionist’s absence
- Performs any other related tasks as requested
**QUALIFICATIONS**:
**Education**
To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.
**Specific Requirements**:
- One year related experience
- English Intermediate both oral and written
- French Basic written comprehension and written
- French Intermediate oral
- Computer skills (Word, Excel)
- High degree of accuracy in clerical work and data entry
- Knowledge of the CEGEP system an asset
- Ability to work under pressure
- Strong communication skills
- Ability to organize work
- Excellent organizational skills and ability to multi-task
**Testing may be required to demonstrate knowledge of**:
- English (Intermediate oral)
- English (Intermediate written)
- French (Basic written comprehension and production)
- French (Intermediate oral)
- Word (Intermediate)
- Excel (Intermediate)
- Logic, problem-solving and analytical skills
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