STSV-467 Administrative Support Agent, Class I (2nd posting)

Dawson-College; Montreal (administrative region); On-site; CAD 40,000 - 54,000; Full time

Job summary

Dawson College in Montreal is seeking an Administrative Support Agent to handle complex administrative duties and direct services for students using the AccessAbility Centre exam spaces. You will collaborate with the Manager of Student Services and SAAC staff to ensure exams run smoothly and student needs are met.

The role requires strong English and French communication, excellent organization, and the ability to multi-task in a fast-paced college environment.

Qualifications

• Diploma: DEP or DES or equivalent with at least 1 year experience.
• Ability to interact with students with diverse needs.
• Proficient in English and French; testing may be required.
• Experience with databases is an asset.

Responsibilities

• Administer daily in-session tests and exams.
• Prepare, organize, and distribute exams with instructions.
• Troubleshoot issues and inform staff as needed.
• Communicate with faculty and manage exam logistics.
• Maintain digital student files and clockwork module.
• Provide invigilation coverage as required.
• SAAC reception support as required.
• Assist in obtaining e-text materials.
• Other related tasks.

Skills

English communication

French language skills

Multitasking

Organizational skills

Troubleshooting

Confidentiality

Education

DEP or DES or equivalent

Tools

Microsoft Word

Microsoft Excel

Database familiarity

Job description

Nature of the Work & Responsibilities

NATURE OF THE WORK: The principal and customary work of the employee in this employment class consists in performing a set of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to current activities of the employee’s area.

Under the supervision of the Manager of Student Services and in collaboration with the professionals in the Student AccessAbility Centre, the Administrative Support Agent provides direct services to students using the AccessAbility Centre exam spaces. In doing so, the Administrative Support Agent takes into consideration the needs of the students as well as the established policies of the service and/or the College.

RESPONSIBILITIES:

• Administer daily in-session tests and exams (excluding English Exit Exam, EUF, and Final Exams for which they will offer support). Tasks include:

• Prepare and organize exams: printing and packaging, sorting by time and location, assigning seats, flagging important test instructions, adapting test for student needs (e-text, enlarge, etc.), following up with faculty for missing information/exams;

• Review parameters and test instructions: fix and adjust discrepancies, communicate changes with students, inform invigilators of important information, teacher follow up for clarifications or missing information;

• Distribute exams: greet students, provide them with exams and instructions, inform them where to sit and their end time, ensure no unauthorized material enters the exam room;

• Troubleshoot and problem solve issues related to the administering of exams and report when necessary (IST, teacher, Adapted Services Counsellor, SET, Manager, etc.)

• Communicate regularly with faculty: student questions, technical issues, student absences, pick-up/drop-off of exams, scanning and sending of exams, etc.;

• Maintain student and backup drives: scan/prepare digital versions, upload/remove student files, etc.;

• Monitor Exam Centre email account: reply and follow up as needed;

• Collaborate with SAAC team to ensure additional resources are in place for students (invigilators, scribes, overflow rooms, etc.);

• Assist in the invigilation of students: monitor cameras, monitor and control Lanschool, circulate inside exam room when needed;

• Flag all suspected cheating incidents to the Manager;

• Maintain and update Clockwork exam module: start/end times, seat assignments, pick up/drop off, cancelled/changed dates, etc.;

• Provide invigilation coverage as required (Exit Exams, Final Exams, overflow rooms);

• Provide SAAC reception support for the main office as required;

• Assist with the obtaining of e-text versions of course materials as required;

• Any other related task.

Qualifications & Conditions

QUALIFICATIONS:

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

CONDITIONS:

• Must be able to interact effectively with students who have a wide range of special needs;
• Demonstrated ability to work in a fast-paced environment with constant changing circumstances;
• Demonstrated ability to multi-task and prioritize tasks; Strong organization skills;
• Demonstrated ability to troubleshoot and problem solve;
• Advanced oral and written English communication skills (testing may be required);
• Intermediate oral and reading skills in French; and basic written skills in French (testing may be required);
• Intermediate level Microsoft Word and Excel (testing may be required);
• Must be able to maintain department standards with respect to confidentiality of information
• Experience working with a database, an asset.

Dawson College adheres to an equal access employment program and, as such, encourages women, Indigenous peoples, visible and ethnic minorities, and persons with disabilities to apply. The College is dedicated to providing reasonable accommodation for applicants with disabilities and encourages candidates to self-identify during the application process.