Administration Technician (Regular full-time) - gatineau

Bilinguallink; Outaouais; On-site; CAD 38,000 - 51,000; Full time

Job summary

Bilinguallink, based in Canada, is seeking an experienced administrative coordinator to support the Director and the Student Services division. The role focuses on coordinating calendars, preparing reports, and maintaining records across multiple institutional systems.

The successful candidate will handle budgeting tasks, purchasing processes, and vendor relations, while ensuring accurate documentation and data integrity for continuous departmental improvement.

Qualifications

• Diploma of collegial studies in Administration, Finance, or Accounting.
• Fluency in English and intermediate French required.
• Excellent communication, organizational and interpersonal skills.
• Analytical and problem-solving abilities.
• Able to work independently with minimal supervision and in a team.
• Resourceful with good judgment and deadlines orientation.
• Experience with Microsoft Office Suite (Outlook, Word, Excel).

Responsibilities

• Coordinates the Director’s calendar, meetings, priorities, and administrative follow-up.
• Prepares agendas, presentations, reports, briefing notes, correspondence, and other administrative documents.
• Maintains departmental records, filing systems, databases, contracts, and confidential information.
• Generates and analyzes reports to support operations and planning.
• Assists with budget monitoring, purchasing processes, invoices, and vendor relations.
• Supports Student Services programs, including the Food Security Initiative.
• Liaises between the Director, managers, staff, students, faculty, external partners, and service providers.
• Participates in audits, government reporting, data imports/exports, and special projects.

Skills

Fluent English

French - intermediate

Communication

Organizational skills

Interpersonal skills

Analytical skills

Problem solving

Detail oriented

Independent work

Teamwork

Customer service

Discretion

Education

Diploma of collegial studies in Administration or Finance or Accounting

Tools

Microsoft Office Suite

Job description

The holder of this position will assist in the coordination of administrative operations, manage departmental systems and records, support projects and events, prepare reports and documentation, monitor budgets and purchasing activities, and ensure the effective organization of departmental processes and communications. The incumbent serves as a key resource for administrative planning, data management, reporting, records maintenance, and operational follow-up while supporting the implementation of Student Services initiatives and strategic priorities.

DUTIES

Typical duties the incumbent of this position is expected to be responsible for include:

• Coordinates the Director’s calendar, meetings, communications, priorities, and administrative follow-up.
• Prepares agendas, presentations, reports, briefing notes, correspondence, and other administrative documentations.
• Performs complex administrative tasks and ensures technical support in writing, syntax of texts and presentation of documents.
• Maintains departmental records, filing systems, databases, forms, contracts, and confidential information.
• Generates, compiles, verifies, and analyzes reports and administrative data to support departmental operations and planning.
• Utilizes and maintains information within institutional systems such as Omnivox, CLARA, Contact, and other administrative platforms.
• Assists with the Coordination of departmental projects, initiatives, events, timelines, action plans, and organizational follow-up.
• Assists with budget monitoring, purchasing processes, invoices, expense reporting, contracts, vendor relations, and financial tracking.
• Supports the administration of Student Services programs, including the Food Security Initiative, by maintaining participant records, processing orders, tracking inventory, and preparing statistical reports.
• May be asked to coordinate the work of support personnel involved in technical operations or programs for which they are responsible and to train them.
• Assists with the Coordination of the logistics for orientations, convocation, awards ceremonies, workshops, and other Student Services activities and events.
• Participates to the elaboration of administrative procedures, templates, tracking tools, workflows, and continuous improvement initiatives to enhance departmental efficiency.
• Serves as a central administrative liaison between the Director, managers, staff, students, faculty, external partners, and service providers.
• Assists with audits, government reporting, data imports/exports, document verification, compliance requirements, and special projects as assigned.
• May be asked to act as back-up for some service duties or tasks.
• Performs other related tasks.

MINIMUM QUALIFICATIONS REQUIRED

• Minimum of a diploma of collegial studies in Administration or Finance or Accounting, or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
• Fluency in English (spoken, written and comprehension), and an intermediate level of French (spoken and comprehension) are required.

ADDITIONAL QUALIFICATIONS

• Must possess excellent communication, organizational and interpersonal skills.
• Must have excellent analytical and problem-solving skills.
• Must be diligent, dynamic, creative and detail oriented.
• Must be able to work independently with minimal supervision and have the ability to work as part of a team.
• Must be resourceful and able to exercise good judgment.
• Must be able to work effectively with respect to deadlines and produce accurate results.
• Must be flexible and able to adapt quickly to different situations.
• Must have excellent customer service skills.
• Must have a strong work ethic and exercise discretion.
• Must have experience working with the Microsoft Office Suite (outlook, word, excel, etc.).

SALARY RANGE (PER HOUR)

27.78$ – 37.08$