Office Agent, CL I Registrars Office- Records Clerk-Permanent 60%

John Abbott College - Sainte-Anne-de-Bellevue, QC (il y a 30+ jours)

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IMPORTANT: Effective immediately. Please take note of the schedule.
JOB SUMMARY: UNDER THE DIRECT SUPERVISION OF THE RECORDS MANAGER AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE RECORDS CLERK PROVIDES CLERICAL SUPPORT FOR THE REGISTRAR’S OFFICE

DAILY WORKING HOURS: Tuesday, Wednesday, Thursday: 8:30 a.m. to 4:30 p.m.

DUTIES AND RESPONSIBILITIES:
Records:
  • 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
Requirements :QUALIFICATIONS:
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 :
  • English – Advanced oral, written and written comprehension
  • French – Basic written and written comprehension
  • French – Intermediate oral
  • Access – Basic
  • Excel - Basic
  • Word- Basic
Comments :
We thank all candidates who submit their resumes for consideration. However, only those candidates selected for an interview will be contacted.

If your work experience has changed or if you have acquired additional education since your last visit, be sure to submit your updated resume so that we may review your full career path.

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