Administrative Secretary - Jobs in Sainte-Anne-de-Bellevue, QC

Job Description

IMPORTANT: Effective immediatelyJOB SUMMARY: Under the supervision of the Manager of International Programs, to perform multiple administrative and technical tasks required in a fast paced and international office environment, serving small and large groups of international students, delegations and the College community engaged in international programs and projects.DUTIES AND RESPONSIBILITIES:

• Provide information to international students on medical insurance and liaise with the external insurer and College departments, including registration of international students with the insurance provider, maintenance of lists, processing of claims and invoices related to the medical insurance of international students
• Act as the first contact person to international and local guests to the International Programs Office
• Respond to, refer, and/or resolve inquiries from internal and external sources about multiple, ongoing international programs such as Canadian Bureau for International Education, Department des affaires internationals, Colleges and Institutes Canada, etc.
• Transmit correspondence in French and/or English from the International Manager and Professional staff to students, college personnel and external sources, including the composing of letters, memos, emails, forms, requisitions, reports, portal announcements, invitations, etc.
• Monitor International Programs Office budgets, including keeping records of payments made, preparing and maintaining program specific spreadsheets, arranging for cheques to be issued, creating invoices, tracking day-to-day expenses, recording petty cash expenses, etc.
• Collect and deposit all payments and fees pertaining to services including, but not limited to; travel agents, students, homestay families, international clients, etc., and liaise with the college accounting department
• Maintain student files for inbound and outbound student mobility projects. Including keeping records of liability waivers, codes of conduct, media waivers, health status forms, and collecting application deposits, tracking student payments
• Organize and invigilate aptitude testing for Continuing Education and International Programs Office
• Develop and maintain filing structures to ensure effective office organisation
• Organize and plan receptions and other special events for up to 300 people
• Assist the Manager and Professional staff in administrative tasks concerning the detailed planning and execution of educational activities organized by the International Programs Office, including, among others, English academic immersion programming, international AEC programs, and summer language programming
• Answer inquiries during the Manager’s and Professional staff’s absence
• Assist in accommodation activities for international students, including the organisation of homestay, maintenance of host family lists, requisition of homestay stipends, and communication with host families for administrative matters,
• Collect and track police check verification forms and payments for homestay families
• Attend, and record minutes for meetings related to the International Programs Office
• Assist in the administrative preparation and execution of orientation sessions and graduation sessions for international student groups managed by the International Programs Office
• Liaise with College staff involved in International Programs, including but not limited to: Registrar’s Office, faculty, Legal and Financial Affairs, Student Services, etc.
• Update IPO website using WordPress.
• Process departmental personnel reports (absence, vacation, etc.)
• Time management
• Perform other related tasks as assigned by the International Programs Office, or Centre for Continuing Education

QUALIFICATIONS:EducationTo have a diploma of vocational studies (DEP) in an appropriate specialty or a secondary school diploma (DES) or a diploma or an attestation of studies which is recognized as equivalent by the competent authority.Specific Requirements:

• 3 years’ experience working with international students/clients in an educational or business environment (REQUIRED)
• 4 years of pertinent office experience (REQUIRED)
• Knowledge of MS Suite and Teams, maintaining web pages (REQUIRED)
• Knowledge of Clara (PREFERRED)
• Strong intercultural skills: awareness of cross-cultural differences, and excellent interpersonal skills in dealing with multicultural clientele
• Ability to deal pleasantly and efficiently in a fast-paced environment serving large groups of local and international clientele, i.e. individuals, prospective students, and partner organizations.
• Ability to politely and accurately respond to a large number of telephone and email enquiries from international locations
• Strong organizational skills
• Demonstration of strong initiative and a high degree of self-motivation
• Ability to work independently and under pressure
• Evening and weekend hours occur regularly
• Summer workload will reflect volume of summer offerings for international students

Testing may be required to demonstrate knowledge of:

• French (intermediate – oral and written)
• English (intermediate – oral and written)
• Word (intermediate)
• Excel (intermediate)

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