Administrative Support Agent, Class I - Student Services

CEGEP - John Abbott College; Sainte-Anne-de-Bellevue; On-site; CAD 40,000 - 60,000; Full time

Job summary

John Abbott College seeks an administrative assistant for Student Services to perform front desk duties, manage appointments in Outlook, handle billing, and support various departments such as Financial Aid, Health Services and Registrar.

The role requires bilingual English and French abilities, experience with MS Office and Clara, and the ability to multitask in a busy college environment.

Qualifications

• Secondary school diploma or vocational studies or equivalent
• At least 1 year of relevant experience
• Fluency in English (oral and written) and conversational French
• Proficiency with Word processing (MS Word) and MS Excel
• Knowledge of Clara considered an asset

Responsibilities

• Handle front desk reception and direct visitors
• Assess student needs and refer to appropriate professionals
• Schedule appointments using Outlook
• Maintain attendance records and time management backups
• Prepare billing and invoices for various services
• Order and distribute department stationery and manage mail
• Receive student payments and record deposits in Clara
• Support Health and Wellness and other departments as needed
• Coordinate social events and departmental activities
• Organize volunteers for info booths and events

Skills

Conversational French

English fluency

MS Word

MS Excel

Outlook

Clara software

Customer service

Multitasking

Education

Secondary school diploma or vocational certification

1 year of pertinent experience

Tools

Clara

Outlook

Job description

Reference: S-252976-67

Deadline to apply: October 19, 2026 11:59 PM EDT

IMPORTANT: Permanent, full-time M-F 8:30am-4:30pm, available to start beginning of December or sooner

JOB SUMMARY: under the direct supervision of the director of Student Services, to perform administrative and clerical duties in student services

Duties And Responsibilities

• Front desk reception; receive visitors, provide general information and/or direct to appropriate areas
• Assess student needs through structured questioning to ensure referral to the appropriate professional
• Schedule appointments on Outlook for various departments
• Back up for Time Management; Keep attendance record for personnel, sick-leave, vacation and social leave
• Be at ease with Microsoft Office Suite and Outlook, Clara
• Be informed of the various College Departments such as Financial Aid, Student Activities, Health Services Registrar's Office, Continuing Education, SUJAC
• Assist in various tasks within the Student Services department such as; prepare billing & invoices for the Bar services, food services, entering payment and purchasing requests
• Troubleshoot Xerox and place service calls or Octopus when necessary
• Order and distribute stationery for the department & distribute mail
• Receive student payments as required; enter in Clara and create records of deposit, including cash, cheques and POS and keep track of all student payment plans
• Enter all fee codes as requested by Athletics
• Be comfortable with First Aid related tasks
• Be replacement when needed, lunches, peak periods, absence and vacation; including Health and Wellness sector
• Coordinate departmental social events; including College Holiday Brunch
• Manage JAC Bus calendar, handle inter-departmental charges as well as outside invoices (TCV, expense reports, credit cards) for the Bus
• Organize volunteers, set up and takedown for Info Booths as directed by the Director of Student Services
• Perform any other related administrative and clerical tasks as may be assigned

Qualifications

Education:

To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or attestation of studies which is recognized as equivalent by the competent authority and have at least one (1) year of pertinent experience.

Specific Requirements

• Related experience an asset
• Conversational French
• Fluency in English-oral and written
• Word processing, MS Word and MS Excel
• Knowledge of Clara is an asset
• Ability to deal with people pleasantly and efficiently
• Strong interpersonal skills*
• Strong emotional intelligence*
• High degree of empathy and ensuring a calm environment while handling urgent inquiries as needed*
• Strong ability to multitask
• Work well under pressure
• Strong sense of confidentiality

Testing May Be Required To Demonstrate Knowledge Of

• English (fluency oral)
• English (fluency written)
• French (conversational)
• Word (basic)
• Excel (basic)
• The College reserves the right to test those qualifications that have an asterisk due to the sensitive nature when dealing with student issues.

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.