Administration Technician (Temporary Full-time replacement)

Cégep Heritage College; Gatineau; On-site; CAD 30,000 - 51,000; Full time

Job summary

Cégep Heritage College seeks an Administration Technician to perform technical administrative tasks within Student Services. You will handle financial aid processes, manage student records, and support budget preparation.

You’ll work with CLARA, Omnivox, and other systems to ensure accuracy and confidentiality across registrations and fees. The role involves producing reports, communicating with students, and assisting during audits and portfolio-related tasks, under the supervision of the

Qualifications

• Diploma in Administration/Finance/Accounting or equivalent recognized by authority.
• Must be bilingual in English and French (oral, written, comprehension).
• Extensive experience using Microsoft Excel.

Responsibilities

• Handle financial aid-related records with accuracy and confidentiality.
• Use systems like CLARA and Omnivox to complete admin tasks.
• Generate reports on registrations, fees, and archives for the financial aid portfolio.
• Communicate with students via email, phone, or MO and prepare letters/forms for leadership sign-off.
• Support the Director of Student Services and assist with audits and filing.

Skills

Excel proficiency

Bilingual English/French

Analytical skills

Education

Diploma of collegial studies in Administration/Finance/Accounting

Tools

CLARA

Omnivox

Job description

SALARY RANGE27.78$ - 37.08$

ROLE SUMMARY

The principal and customary work of the employee in this employment class consists in performing various technical level administrative tasks of an administrative nature related to Student Services. The Administration Technician reports to the Student Services Coordinator.
In the area of student records and school organization, he/she participates in the technical processes related to student records which include, but not limited to, registration, fees, and archiving that are related to the financial aid portfolio.
In the area of finance management, he/she collects, analyzes, and prepares data or information with a view to assisting students in managing their finances (budget preparation). Provides external partners with the proper follow-up services related to his/her area (STO, AFE).

DUTIES

Including, but not limited to:

• Performs operations and transmissions related to financial aid, while ensuring accuracy and confidentiality of student records.
• Works with various systems to complete administrative tasks (i.e.: Contact, Clara, Omnivox etc.).
• Provides assistance during Ministry auditing, as required.
• Generates different reports (i.e.: student registrations, outstanding fees and/or other related documents).
• Communicates to students through various means such as email, MIO or telephone as required.
• Generates and prepares dynamic letters and forms to be approved and signed by the Director of Student Services.
• Keeps the Registrar’s office informed of troubleshooting issues related to their portfolio.
• Performs transmissions and importation of data, generates reports and verifies them for accuracy, makes corrections as required.
• Process transcripts requests
• Transmits and imports all required data in CLARA based on the Ministry calendars related to his/her area.
• Assists the Director of Student Services for financial aid related dossiers (STO, emergency fund, Plan major).
• Delivers workshops to students on financial literacy and any financial aid related topic.
• Assists students with accessing bursaries and other Ministry funding and grants.
• Keeps himself/herself informed of any government funding related to post-secondary studies.
• Takes part in various committees inside and outside the college with external partners related to his/her portfolio.
• Maintains up-to-date information related to different types of contracts.
• Collects and verifies documents related to financial aid, Québec residents and student records related to their portfolio.
• Performs other administrative tasks related to Student Services.
• Assists in the general operation of the office and performs other related duties as required.

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.
• Must be bilingual in both English and in French (oral, written and comprehension).
• Must possess extensive experience using Microsoft Excel.

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 have 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 be able to do complex calculations and have accurate results.
• Must have excellent customer service skills.
• Must have a strong work ethic and exercise discretion.