Administrative Support Agent, Class I - Records

REFERENCE: 247178-67
IMPORTANT: Effective immediately, full time permanent
DEADLINE TO APPLY: September 2, 2026
HOURLY SALARY RANGE: $25.65/h- $28.68/h
SCHEDULE: 8h30-4h30 or upon agreement with direct supervisor

JOB SUMMARY:   Under the general authority of the Dean of Academic Systems and the direct supervision of the Records Manager provides clerical support for the Registrar’s Office.

DUTIES AND RESPONSIBILITIES:

·         Assist with the daily operation, including answering in person or other inquiries

·         Assist with convocation preparation and awards

·         Process registrations for full-time continuing education programs (AEC and DEC)

·         Assist with continuing education and day division registration

·         Enter data for grade changes, temporary incompletes (IT), commandites, substitutions and equivalencies (SU & EQ)

·         Schedule courses and update course schedule information

·         Perform other related tasks as may be assigned

Medical incomplete requests

·         Provide students with information about the medical incomplete process and answer questions

·         Receive and prepare medical incomplete requests for evaluation by the Dean of Academic Systems

·         Process requests once evaluated by the Dean of Academic Systems

English Exit Exam

·         Select eligible students and transmission to MEES

·         Prepare, survey and compile results

·         Update CLARA accordingly

       Distribute results to students

·         Assist with training invigilators

·         Prepare seating, exam materials; pre-exam and post-exam

·         Responsible for the execution of the English Exit Exam

Citizenship / Out-of-Province Student Verification for Day and Continuing Education

·         Retrieve resident of Quebec status from MEES

·         Verify and obtain documents for students without resident status

·         Update student status record

·         Respond to students’ queries related to their status

·         Verify International Student Study Permits for Day and Continuing Education

Probation

·         Prepare probation letters (dynamic documents) for students

·         Update students’ probation status

·         Communicate workshop schedule & information and track participants

QUALIFICATIONS:

Education

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.

Specific Requirements:

·         At least one year of pertinent experience

·         Strong interpersonal skills and discretion

·         Ability to multi-task

·         High degree of accuracy in clerical work and data entry

·         Ability to work with limited supervision

·         Ability to produce work under pressure and to meet deadlines

·         Ability to organize work efficiently

·         English (Intermediate oral and written production & comprehension)

·         French (Basic oral and written production, Intermediate written comprehension)

·         Computer literacy / knowledge of Microsoft Office (WORD and EXCEL)

·         Analytical and problem-solving skills

Testing may be required to demonstrate knowledge of:

English (Intermediate oral and written production & comprehension) 

French (Basic oral and written production, Intermediate written comprehension)

Word (Basic)

Excel (Basic)