Administrative Support Agent, Principal Class

**Posting Number**: LAM-S24-25-3472

**Job Title**: Administrative Support Agent, Principal Class

**Constituent College**: Champlain College Saint-Lambert

**Work Location**: Saint-Lambert

**Service**: Registrar

**Reporting to**: Manager, Registrariat and Academic Advising

**Job City**: Saint-Lambert

**Position Status**: Full-time Replacement

Champlain College Saint-Lambert is seeking the services of an ADMINISTRATIVE SUPPORT AGENT, PRINCIPAL CLASS to work on a full-time replacement position (35 hours per week) in the Academic Services/Registrar’s Office.

FUNCTIONS

Reporting to the Manager, Registrariat and Academic Advising, the incumbent will be responsible for all financial transactions in the Registrar’s office and will serve as the main resource person for the use of Omnivox, MIO, Clara and LEA by students.

**MAIN RESPONSIBILITIES**:
Financial transactions
1. Process electronic entries (invoices, payments and refunds) using Clara and Omnivox;
2. Verify and balance all payments made by students and submit balanced payments to Financial Services;
3. Track and invoice unpaid student accounts, recover NSF fees from students, and report outstanding fees to immediate supervisor;
4. Maintain lists of students who withdraw from the College and process refunds of semester course fees;
5. Responsible for the processing and submission of all purchase orders and cheque requisitions for the department;
Resource person for the use of the Registrar’s office’s electronic systems
6. Assist students and support staff with the use of Omnivox, MIO, Clara and LEA, including assisting students with the use of their College internet account;
7. Verify anomalies in the electronic student file and report the problems to the proper personnel;
8. Train staff members with the use of the computerized pedagogical system;
9. Assist in the student file transmission process and verify transmission anomalies;
10. Assist the student certification process and verify transmission anomalies;
Registrar’s office correspondence and deadlines
11. Enter data in the systems as needed and train and supervise other support staff members for assisting in data entry;
12. Organize the collection of data related to the Summer School course offerings and produces a printed version of the Summer School timetable;
13. Responsible for the maintenance of International student files, ensuring all pertinent documentation is submitted by the student and then code them with the appropriate status in our electronic systems. Follow up with the students with reminders, maintain a log of documents and transmit information to the supervisor for appropriate action;
Recruitment dossier
14. Assists in the booking of the off-campus high school visits programs; and, under the supervision of the Assistant Dean/Registrar, maintains the bookings for the recruitment staff;
15. Assists in the organization of the Campus annual Open House and Admissions Information Session;
16. Assists in conjunction with other staff members in the Registrar’s office in the preparation of the high school counsellors information session, including guest lists, invitations, set-up and liaison with the cafeteria manager and the Manager of Buildings and Equipment;
17. Organizes the establishment and maintenance of a variety of different mailing lists and supervises the annual mailing and delivery of recruiting material to high schools;
Admissions
18. Answers questions from students and parents about admissions at the College;
19. Assists in the admissions process by gathering and processing data and information with a view to assist in the preparation of the Admissions dossiers;
General
20. Oversees the training and supervision of occasional staff;
21. Supervises the student traffic at the counter and the customer service by telephone and assists as needed;
22. Assist in the maintenance of files and documents for all day students in accordance with office procedures;
23. Assists in the preparation of documents for government audits;
24. Performs other duties as required by the Dean/Registrar.

**Requirements**:
Education
To have a diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.

Experience
Minimum six (6) years of pertinent experience

Competencies
Must be able to communicate in English and in French, orally and written.
Proficient in Word and Excel.
Must be able to prepare all correspondence for the Registrar's Office
Knowledge of the Omnivox/Clara system would be considered an asset

**Work Schedule**: Monday to Friday from 8:30 a.m. to 4:30 p.m.

**Salary Scale**: $25.20 - $30.85

**Start of Posting Period**: 2025-02-21

**End of Posting Period**: 2025-03-02 23:59

**Comments**:
Anticipated start date:
As soon as possible

BENEFITS OF WORKING AT CHAMPLAIN COLLEGE
4 weeks vacation and 13 statutory holidays
Sick days
Retirement pl