School Organization Technician #12610

Commission scolaire Central Québec / Central Québec School Board; Quebec; On-site; CAD 40,000 - 50,000; Full time

Job summary

A regional school board in Quebec is seeking an administrative support professional to assist in creating timetables for schools and centers. The ideal candidate holds a diploma in administrative techniques, has extensive experience with GPI, and possesses strong English communication skills. Responsibilities include managing student registrations, analyzing data, and providing training on administrative procedures. This is a full-time role supporting multiple educational institutions.

Qualifications

• A minimum of 2 years' experience working with GPI or 5 years’ experience as a school secretary.
• Experience in another position related to school organization is an asset.
• Knowledge of certification processes in adult general education and vocational training is an asset.

Responsibilities

• Supports school teams in preparing school or center timetables.
• Assists in collecting data for student registration and course selection.
• Carries out analyses and reports using appropriate software.
• Ensures student files are up to date.
• Provides training on school organization procedures.
• May respond to information requests from school personnel.
• May coordinate work of support staff.

Skills

Good knowledge of spoken and written English

Excellent knowledge of GPI

Good knowledge of Mozaik-Portail

Functional knowledge of school organization

Education

Diploma of Collegial Studies in administrative techniques with management option

Equivalent diploma recognized by competent authority

Tools

GPI

Mozaik-Portail

Avant-Garde

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

Job percentage: 100% of 35 hours, regular full-time.

NATURE OF WORK

The main and usual role of the employee in this job class is, in collaboration with management, to support school teams in creating the master schedule for the school or center and other schedules such as the exam schedule, based, among other things, on rationalization and efficiency criteria and, in addition, to adapt and apply the necessary procedures for the organization of administrative operations such as student enrolment, school enrolment control, examinations, preparation of report cards, eligibility for English-language schooling and certification of studies, and summer school scheduling.

THE POSITION

The main and usual role of the employee in this job class is, in collaboration with management, to support school teams in creating the master schedule for the school or center and other schedules such as the exam schedule, based, among other things, on rationalization and efficiency criteria and, in addition, to adapt and apply the necessary procedures for the organization of administrative operations such as student enrolment, school enrolment control, examinations, preparation of report cards, eligibility for English-language schooling and certification of studies, and summer school scheduling.

THE RESPONSIBILITIES

• Supports school teams in the preparation of school or center timetables, taking into account relevant factors such as course options offered, student course choices, teaching fields, pedagogical regime, available premises, group formation rules, teaching periods and other constraints such as dispersion of premises and availability of transportation; submits recommendations on timetables to school secretaries and follows up with the principal, providing support for requested modifications.
• Assists in the collection of data required for student registration and course selection; participates in the design and adaptation of a form for this purpose, ensures that the school secretary manages the return of forms after they have been completed, that school secretaries make corrections as agreed, and produces the various statistics required to draw up a timetable.
• Carries out analyses, extractions, specific evaluations and reports, using appropriate software, to enable controls or to comply with the procedure laid down for subjects such as enrolment management, report card production, management and transmission of data to school authorities, financing, accounting, budgeting, student overruns, permanent student codes, student absences, supply teaching, school transport, failures and various other lists or reports for transmission, in particular to the Ministry.
• Ensures that student files are up to date by supporting each school with the guidelines and policies surrounding these files.
• Provides training and support on school organization procedures and the use of various software programs to the people involved in these operations; when necessary, uses word processing, spreadsheets and the Internet.
• May be called upon to respond to requests for information from other school, board or parent personnel; may be called upon to initiate less experienced school secretaries and to coordinate the work of support staff in the tasks they perform in carrying out technical operations programs under his / her responsibility.
• May perform other related duties as required.

Schooling:

• Hold a Diploma of Collegial Studies in administrative techniques with management option, or hold a diploma or attestation of studies whose equivalence is recognized by the competent authority.
• A minimum of 2 years' experience working with GPI, or 5 years' experience as a school secretary and / or in another position related to school organization and the use of GPI (an asset).

Other:

• Good knowledge of spoken and written English.
• Excellent knowledge of GPI, Mozaik-Portail and Avant-Garde is a must to support school teams in our 19 schools and centers.
• Functional knowledge of school organization, rules and certification processes in adult general education and vocational training (an asset).

N.B.: The candidates who wish to be considered for this position will undertake tests to evaluate their knowledge in English and French writing, in Word, PowerPoint and Excel. Interviews will also be held to validate that the candidate also meets the overall requirements.