Administration Technician - Program Deans' Office

CEGEP - John Abbott College; Sainte-Anne-de-Bellevue; On-site; CAD 42,000 - 62,000; Full time

Job summary

John Abbott College is seeking an Administrative Support Specialist to assist the Academic Deans and Program Deans with a range of technical and administrative tasks. You will prepare agendas, take minutes, coordinate committees, and monitor project data while supporting quality assurance and program initiatives.

You will work closely with various departments, manage records, and help with budget tracking and event planning. Fluency in English and French is valued.

Qualifications

• DEC diploma in an appropriate specialty or equivalent recognized by authority.
• Advanced Word and Excel; PowerPoint intermediate.
• Proficient with WordPress admin.
• Excellent English (advanced) and French (intermediate).
• Ability to take minutes accurately and quickly.
• Knowledge of Omnivox and Clara preferred.

Responsibilities

• Provide technical and administrative support to Academic Deans and committees as assigned.
• Coordinate meetings, prepare agendas, take minutes, track actions and reports.
• Collect data on special projects, audit policies and work plans; analyze results.
• Evaluate and promote pedagogical innovation using data.
• Assist in Quality Assurance processes and CRT preparation.
• Support Deans in organization of academic events and portal management.

Skills

Word advanced

Excel advanced

PowerPoint intermediate

WordPress

Outlook/Office365

Minutes taking

Omnivox

Clara

English advanced

French intermediate

multitask

Education

DEC diploma in an appropriate specialty

Tools

WordPress

Omnivox

Clara

Microsoft Outlook/365

Job description

Reference

S-246816-67

Deadline Date

August 31, 2026 11:59 PM EDT

IMPORTANT

Permanent, full-time M-F 8:30am-4:30pm

JOB SUMMARY

UNDER THE GENERAL AUTHORITY OF THE ACADEMIC & PROGRAM DEANS AND THE DIRECT SUPERVISION OF THE MANAGER OF ACADEMIC SUPPORT TO PERFORM VARIOUS TECHNICAL AND ADMINISTRATIVE TASKS TO SUPPORT THE DEANS IN THE ACTIONS AND STRATEGIES RELATED TO THEIR WORK PLANS AND ACADEMIC INITIATIVES.

Duties And Responsibilities

• Provide Technical and Administrative Support to the Academic Dean and Program Deans, their committees, projects, and programs/departments as assigned by Supervisor. i.e. Preparation of draft agenda, minute taking, follow up on action items, communicating with all departments concerned, tracking motions, compiling annual reports, etc.
• Coordinate meetings, communication, and research, with relevant participants (Committees, programs, Deans, departments, etc.) Assist in formulating surveys, tabulating results, and highlighting trends from said research.
• Collect data on special projects of an administrative nature (i.e. audit the implementation of college policies, and department work plans), tabulate, scrutinize, question, and analyze the results.
• Evaluate and promote pedagogical innovation using research, data collection, and analysis.
• Assist in the development of Quality Assurance processes and criteria in the academic sector including Program Deans Office Procedures.
• Assist Program Deans in preparation for CRT (Allocation) process, i.e, by analyzing Clara data
• Support the Program Deans with the administration and tracking of External and/or Internal Releases.
• Compile capital request submissions based on evaluation in conjunction with Academic Dean and Program Deans; this may involve seeking out further information and liaising with all departments concerned.
• Monitor departmental budgets by regular verification of available budget amounts, highlighting any trends or extraordinary transactions, and execute further analysis as may be required. Provide guidance and interpretation to Chairs re departmental budgets.
• Participate in the Evaluation of Teaching through the administration of surveys
• Research and compile data from the “Evaluation of Teaching” surveys; survey appropriate parties on relevant topics; prepare and present results to Program Deans.
• Assist Deans/Programs in the organization of academic events
• Manage data and information in accordance with established procedures for Deans and assigned departments and programs, ex. electronic archiving, managing committee, and program-specific portal communities, MS Teams, departmental drive, etc.
• Perform other related tasks as assigned by the supervisor, including providing administrative support to other activities in the academic sector

Qualifications

Education

College diploma (DEC) in an appropriate specialty or a diploma or an attestation of studies that is recognized as equivalent by the competent authority.

Specific Requirements

• Thorough knowledge of various computer applications, in particular, Windows environment including Word (advanced) and Excel (advanced), and PowerPoint (intermediate);
• Ability to edit webpages using the WordPress web platform (preferred);
• Ability to use MS Outlook – including calendar and Office 365;
• Ability to record minutes accurately and quickly;
• Comprehensive knowledge of Omnivox and Clara (preferred);
• Knowledge of college procedures, policies, and programs (preferred);
• Advanced level of English - oral and written;
• Intermediate level of French oral and written comprehension. Basic written;
• Ability to multitask and take on new projects as needed;
• Ability to organize work efficiently and accurately with minimum supervision;
• High level of client service and diplomacy with students, internal staff and the public;
• High level of confidentiality and discretion in dealing with sensitive issues;
• Ability to produce effectively under pressure;
• Ability to work well as a member of a team;
• Ability to deal pleasantly and efficiently with people;
• Problem-solving and analytical skills.

Testing May Be Required To Demonstrate Knowledge Of

• Word (advanced)
• Excel (advanced)
• PowerPoint (intermediate)
• English advanced (oral and written)
• French – intermediate oral, written comprehension and basic written
• Problem solving and analytical skills

In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized.

John Abbott College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications.

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.