Vanier College

Administrative Support Agent, Class I – Language School

  • Full Time

Reference number : S-22-23-2804
Job Category (Job Alert) : Administrative Support
Department : Continuing Education and Community Services
Services : Continuing Education
Immediate Supervisor’s Name : Rowena Selby
Position Status : Regular Full-time
Length of the contract : Permanent
Work Location : Vanier College
Work Schedule : Please see job description
External Posting Start Date : 2022-07-25
External Posting End Date and Time : 2022-08-15 17:00
Salary Scale : $22.36 – $25.00
Expected Start Date : 2022-09-12

Vanier College is an English-language public college with more than 6000 daytime students from over 90 different nationalities. We have a thriving Continuing Education division that provides services to adult learners, international students as well as to community and corporate clients. Vanier has approximately 1000 employees and offers a stimulating work environment and a beautiful green campus. Our dynamic faculty and staff enjoy numerous benefits including an employee assistance program, employee fitness programs, professional development, daycare, educational fee waivers as well as music concerts and other activities.

Our institution is committed to ensuring representation in its community; consequently, Vanier College welcomes applications from members of visible minorities, ethnic minorities, women, Indigenous peoples, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. The institution maintains its commitment to excellence in Education and recognizes that increasing the diversity of its staff supports this objective.

We offer a remarkable range of job opportunities so we invite you to navigate our job postings and apply so that you too can become a proud member of the Vanier College Community.

Description :
Reporting to the International and Language School Manager, the Support Agent provides the necessary administrative support to Continuing Education’s credit and non-credit activities. This position involves 25%  front-line service for all Continuing Education services, but mostly caters to Language School support.

More specifically, but not limited to, the Administrative Support Agent:

  • Answers and triages general Continuing Education inquiries, including for AEC and DEC programs, Language School and PPD classes, international programs, and Recognition of Acquired Competencies (RAC) by phone, email, online messenger, or in person;
  • Greets guests, students, teachers and staff in the Continuing Education Reception area and re-directs inquiries as appropriate;
  • Assists students with registration and payment of Language School and PPD courses;
  • Assists students and teachers in borrowing textbooks, laptops and other peripherals;
  • Prepares student letters, transcripts, reports, certificates, and other correspondence for Language School students;
  • Provides Language School instructors and students with course information;
  • Completes paperwork for deposits, refunds and outstanding fees;
  • Prepares requisitions, service contracts, absences, purchases orders, payment requests, and invoices;
  • Maintains electronic files, including student health insurance and document coverage;
  • Researches and arranges monthly Language School student activities and excursions;
  • Communicates with IELTS Test Office and assists with the organization of the IELTS testing procedures at Vanier;
  • Organizes and maintains an adequate supply of all publicity flyers, forms and other types of mailings packages;
  • Organizes interviews with prospective Language School instructors;
  • Ensures that classrooms, offices and resource rooms are well-organized and stocked with appropriate materials;
  • Conducts research on Language School courses and initiatives, as requested;
  • Helps support Technician and International Manager on Language School projects;
  • Helps support Technician and Pedagogical Counsellors with AEC, DEC and RAC tasks and projects.

Other related tasks which fall within the scope of the classification of this position may be assigned.

Schedule: Monday to Thursday, 10:00 a.m. to 6:00 p.m. and Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)

Classification: Agent ou agente de soutien administrative, classe I (Administrative Support Agent, class I)

Requirements :

Qualifications:

• Diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES), or a diploma or attestation recognized as
equivalent;
• One (1) year of pertinent experience.

Conditions related to the specific position:

• Ability to deal with people in a friendly, patient, and supportive manner;
• Strong administrative and organizational skills;
• Ability to multi-task in a busy office environment;
• Interest and experience working with a multicultural public;
• Basic knowledge of Microsoft Excel and Microsoft Word (to be tested);
• Excellent English communication skills (oral & written) (to be tested);
• Strong French communication skills (oral & written) (to be tested);
• Knowledge of a third language, preferably Mandarin or Spanish, is an asset;
• Proven aptitude for working with detailed information.

Comments :

If your work experience has changed since your last visit, please be sure to attach a new resume.

Note that a cover letter is mandatory, please be sure to attach yours.

If you are applying on a mobile device (smartphone, tablet), you will receive an acknowledgment email asking you to go update your file by attaching your CV in order for your application to be considered.

We thank all those who apply, however only those selected for an interview will be contacted.

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