Administrative Support Agent - Reception (Continuing Education)

Vanier College; Montreal; On-site; CAD 30,000 - 60,000; Full time

Job summary

Vanier College seeks an Administrative Support Agent to join their Continuing Education and Community Services department. This full-time permanent position requires strong administrative and communication skills to manage student inquiries, assist in documentation, and support various educational projects, contributing to a diverse learning environment.

Benefits

Employee assistance program

Professional development

Daycare and educational fee waivers

Qualifications

• Diploma of vocational studies or equivalent.
• At least one year of relevant experience.

Responsibilities

• Greets guests and answers inquiries via phone, email, or in person.
• Prepares and sends letters, transcripts, reports, and other correspondence.
• Maintains tracking files for student admissions and health insurance.

Skills

Administrative skills

Communication skills

Patience

Multi-tasking

Education

Diploma of vocational studies (DEP)

Secondary school diploma (DES)

Tools

Microsoft Excel

Microsoft Word

Job description

• Job Category (Job Alert): Administrative Support
• Department: Continuing Education and Community Services
• Immediate Supervisor's Name: Rowena Selby
• Position Status: Regular Full-time
• Length of the contract: Permanent
• Work Schedule: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)
• External Posting Start Date: 2025-06-11
• External Posting End Date and Time: 2025-06-25 17:00
• Salary Scale: $24.99 - $27.95 per hour
• Expected Start Date: 2025-07-21
  
  

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 Coordinator of Community Services and Language School, the Administrative Support Agent performs various administrative support tasks on behalf of those responsible for overall international projects, the Vanier Language School, and academic programs in Continuing Education.More specifically, but not limited to, the Administrative Support Agent, Class I:

• Greets guests, local and international students and teachers at the Continuing Education reception area;
• Answers general and specific inquiries by phone, email, or in person with regards to classes and activities, and redirects inquiries as appropriate;
• Responds to inquiries and concerns from prospective and current students and teachers;
• Responds to initial inquiries regarding Language School classes, class registration, payments and schedules;
• Involved with tracking of documentation and payment of fees for prospective and current students;
• Assists all students and teachers with class, schedule, registration and other logistical concerns, and provides course information;
• Prepares and sends letters, transcripts, reports, certificates, and other correspondence;
• Requisitions or prepares paperwork for service contracts, absences, purchases orders, payment requests, and invoices;
• Collaborates with the organization of student orientations, schedules, activities and workshops;
• Maintains tracking files, including student admission, health insurance coverage, and student course information;
• Contributes to social media promotion and various forms of electronic communication with students;
• Deals with logistical audio-visual and classroom/office set-up requests;
• Ensures that classrooms, offices and resource rooms are well-organized and stocked with appropriate materials;
• Helps support Technician and International Coordinator on all international and other projects as needed;
• Helps support Technician and Pedagogical Counsellors for Language School and AEC aspects where necessary.
  
  

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

Classification: Agent ou agente de soutien administratif, Classe I (Administrative Support Agent, Class I)

Qualifications

• Diploma of vocational studies (DEP) with appropriate speciality or 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 skills;
• Ability to multi-task in a busy office environment;
• Interest and experience working with diverse populations;
• Basic knowledge of Microsoft Excel (to be tested);
• Intermediate knowledge of Microsoft Word (to be tested);
• Excellent English communication skills (oral and written) (to be tested);
• Strong French communications skills (oral and written) (to be tested);
• 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.
  
  

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