Administrative Support Agent, class I - Jobs in Sainte-Anne-de-Bellevue, QC

Job Description

*IMPORTANT: *Effective immediatelyWorking hours: Tuesday, Wednesday, Thursday: 8:30AM to 4:30PMJOB SUMMARYUnder the direct supervision of the Records manager and the general supervision of the Dean of Academic Systems, clerk provides clerical support for the Registrars Office.DUTIES AND RESPONSIBILITIESRecords:

• 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 (ENEP).
• 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 nursing board verification documents, 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

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
• 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

Required Tests: Testing may be required to demonstrate knowledge of:

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

Job Type: Full-timeQuick Apply

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