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

Job Description

*IMPORTANT: *Effective immediatelyJOB SUMMARYUNDER THE DIRECT SUPERVISION OF THE ADMISSIONS & SCHEDULING MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE ADMISSIONS CLERK PROVIDES CLERICAL SUPPORT FOR THE ADMISSIONS OFFICE FOR DAY AND CONTINUING EDUCATION.DUTIES AND RESPONSIBILITIES

• Responds to general inquiries by phone, in person at the counter, or in writing as required regarding application procedures and programs offered at the College
• Refers students to academic departments, other College services or to other educational institutions as needed
• Provides specific detailed explanations to students and guidance counselors regarding admissions acceptance and refusal decisions
• Prepares electronic admissions files and lists for admissions evaluation
• Maintains system to follow-up on incoming documents for applications from new or current students
• Processes acceptances, refusals in Clara and conducts validation to ensure system is fully updated and accurate
• Creates and processes change of program requests in Clara and conducts validation to ensure system is fully updated and accurate
• Prepares, coordinates and emails or mails invitations to students for interviews, auditions or physical testing related to their application for admissions once candidates have been selected by the admissions selection committee
• Updates all admissions acceptance and refusal letters in collaboration with the administrative technicians
• Responsible for the coordination and preparation of the collection of inserts for acceptance letter mailing
• Responsible for printing all acceptance letters and preparing the mailing
• Prepares information for international student acceptance packages and mailing of packages to admitted students in collaboration with the administrative technicians
• Assists with the duplicate admissions follow-up
• Assists with the cancellation of non-confirmed students and sends cancellation notification letters
• Assists with the Secondary V verification for Day and Continuing Education
• Prepares placement testing materials, participates in the administration of the placement test and organizes placement testing correction with the English and French departments
• Updates student’s placement levels with placement testing results
• Assists with the follow-up of intents for admissions
• Updates the New Student Information booklet each semester in collaboration with the administrative technicians and manager
• Updates the John Abbott College Guidance Counsellor web page and other materials and information for guidance counsellors
• Participates in the organization of the student ambassador program for high school visits, special events, and the student for a day program
• Assists with the coordination of high school visits and student for a day requests from guidance counselors and potential applicants
• Coordinates and prepares the mailing of information and promotional materials to schools as needed
• Assists in providing general college admissions and program requirements through participation in high school visits and special events
• Assists with the preparation of and participates in Open House, Guidance Counsellor Day and Parents’ Night for the Admissions Office
• Maintains electronic student files and scans documents as needed
• Updates and produces dynamic documents and message diffusions intended for students
• Produces statistical reports for College distribution
• Performs other related tasks as required

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 (Excel, Word)
• English – Advanced oral, written and written comprehension
• French – Intermediate oral, written and written comprehension
• 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

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

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

Job Type: Full-timeQuick Apply

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