Administrative Support Agent, Class I

3 weeks ago

SainteAnnedeBellevue, Canada John Abbott College Full time

**Job Description**:
**IMPORTANT**:Effective immediately - permanent, part-time. Schedule: Tuesday, Wednesday & Thursday from 8:30 am - 4:30 pm

**JOB SUMMARY**:UNDER THE DIRECT SUPERVISION OF THE RECORDS MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE RECORDS CLERK PROVIDES CLERICAL SUPPORT FOR THE REGISTRAR’S OFFICE.

**DUTIES AND RESPONSIBILITIES**:
**Records**
- Creates all purchase orders for the Registrar’s Office and Academic Advising
- Responsible for the preparation and distribution of Ministry of Education diplomas to students
- Responsible for the printing and mailing of transcripts to students no longer attending the College
- Assists with the creation of the listings and statistics of graduates each semester for the Board of Governors or for posting in the Registrar’s Office
- Assists with preparation of official transcripts and listings of graduates for specific programs to their corresponding institutions each semester. For Nursing (OIIQ), Dental (OHDQ), Police (ENPQ).
- Maintains the Registrar’s Office web page
- Maintains the Registrar’s Office intranet site
- Participates with registration for Continuing Education
- Assists with scheduling and pre-registration for the day division
- Prepares statistical reports and other reports for the Registrar’s Office and other college departments
- Responsible for updating the Registrar’s Office critical path
- Assists with processing of requests for withdrawal for medical reasons during peak periods
- Receives and prepares verification documents for out-of-province nursing boards, forwards them to the Nursing Department and returns completed forms to the verification body once complete
- Performs other related tasks as required

**Tasks specific to Convocation**:

- Creates and maintains the database of all persons invited to convocation
- Prepares and mails invitations to students and the Board of Governors
- Creates and monitors the survey inviting College faculty and staff to convocation
- Maintains, tracks and updates all responses in the database
- Responsible for portal announcements and telephone message broadcasts
- Collects all information for the convocation program related to graduates and student awards
- Coordinates printing of the convocation program
- Coordinates printing and mailing of ceremonial certificates to students not attending the ceremony
- Prepares the record of deposit for all convocation fees received by the Registrar’s Office
- Prepares all purchase order requests related to convocation
- Liaises with vendors, obtains quotes and places orders for all items related to convocation including gowns, stoles, tassels, regalia, chairs, flowers, etc.
- Organizes the convocation reception (vin d’honneur)
- Books the sound/light technician and photographer, and arranges for audio visual equipment
- Provides information regarding the number of students by program and guests for event logistics coordinator
- Assists with the recruitment of academic marshals
- Arranges for the engraving of guest speaker and student award plaques
- Prepares the order of proceedings
- Prepares the budget report
- Prepares all Octopus requests for additional campus security traffic agents and for campus care, ventilation, cleaning and janitorial services
- Verifies delivery and return of all convocation related material
- Coordinates the printing and distribution/pick-up of convocation tickets for guests
- Reserves all campus spaces used for convocation

**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**:

- At least one year of pertinent experience (preferred)
- Computer skills Microsoft Office (Word, Excel, Access)
- English - Advanced oral, written and written comprehension
- French - Basic written and written comprehension
- French - Intermediate oral
- Ability to multi-task
- Ability to organize work efficiently
- Ability to produce work under pressure and to meet deadlines
- High degree of accuracy in clerical work and data entry
- Ability to work with limited supervision
- Strong interpersonal skills
- Event planning an asset

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

- English - Advanced oral, written and written comprehension
- French - Basic written and written comprehension
- French - Intermediate oral
- Word - Basic
- Excel - Basic
- Access - Basic

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