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Administration Technician

1 month ago

Gatineau, Canada Cégep Héritage College Full time
Job Title: Administration Technician

Reporting to the Associate Academic Dean - Registrar, the Administration Technician performs various technical level administrative tasks of an administrative nature related to Regular and Continuing Education.

Key Responsibilities:
  • Participates in the technical processes related to admission, registration, and course confirmation, student records management, and computerized files or other administrative duties.
  • Collects, analyzes, and prepares data or information to assist in the budget preparation, production of financial statements, and purchases.
  • Participates in the daily control of the budgets process.
  • Assists personnel and users in Academic Services.
Specific Duties:Admission/Registration:
  • Performs operations and transmissions related to admissions and registration.
  • Tracks validation.
  • Ensures that student records are accurate.
  • Opens student files in Student Database.
  • Provides assistance during the auditing process as required.
  • Keeps the Management of Academic Services and the Registrar's Office informed by supplying different reports (i.e., student registrations/admission process, outstanding fees, and/or other related documents).
Communications:
  • Communicates to students through various means as required.
  • Requests refunds (Clara).
  • Forwards form letters to be approved and signed by the Associate Academic Dean - Registrar and the Admissions and Records Manager (Clara).
Québec Resident Dossier:
  • Applies MES rules based on information provided.
  • Collects and verifies documents.
  • Assigns the proper code in CLARA.
  • Keeps the Associate Academic Dean - Registrar and the Admissions and Records Manager informed of residency status of students.
Ministry Databases:
  • Orders reports and verifies them for accuracy, makes corrections as required (i.e., Socrate, Charlemagne, SYSEC, ARIANE, etc.).
Transmission:
  • Transmits all required data in CLARA based on Ministry's operation calendar (i.e., Socrate, SYSEC, SRAM, etc.).
Withdrawals:
  • Verifies the students' status in CLARA and calculates appropriate refunds (i.e., non-credit courses).
  • Prepares and requests refunds.
Final Marks:
  • Prints and forwards reports for grades not submitted to Academic Services.
  • Follows-up with faculty concerning IT or IN marks.
  • Enters the marks into CLARA.
Graduation/SYSEC (Système des Sanctions des études collégiales):
  • Transmits, reviews, and corrects all information related to "Les objectifs et standards atteint" (OSA).
  • Runs AEC simulation for each student once their work term marks are received.
  • Provides the report of AEC's refused to the Associate Academic Dean - Registrar and the Admissions and Records Manager for correction of the Program Grid or confirmation that the student will not be graduating.
  • Transmits AEC certification to SYSEC.
  • Brings errors to the attention of the Associate Academic Dean - Registrar and Admissions and Records Manager.
  • Provides copies of the report of AEC's granted to the Secretary to the Board, etc.
Other Related Duties:
  • Advises Administrative Support Agents regarding the execution of their duties.
  • Performs related duties as required.

Assists in the general operation of the office.

Minimum Qualifications:
  • Diploma of collegial studies (DEC) in Administration, or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
  • Must possess very good communication skills in both English and in French (oral, written, and comprehension).
  • Experience with Microsoft Office is essential.
Additional Qualifications:
  • Must possess excellent communication, organizational, and interpersonal skills.
  • Must have excellent analytical and problem-solving skills.
  • Must be diligent, dynamic, creative, and detail-oriented.
  • Must be able to work independently with minimal supervision and have the ability to work as part of a team.
  • Must be able to work effectively with respect to deadlines and produce accurate results.
  • Must be flexible and able to adapt quickly to different situations.
  • Must have a strong work ethic and exercise discretion.

Salary range: 26.38$ - 35.22$