Administrative Support Agent, Class I

IMPORTANT:Effective immediately
DEADLINE TO APPLY: August 4, 2023
JOB SUMMARY: under the direct supervision of the ADMISSIONS and scheduling manager AND THE GENERAL SUPERVISION OF THE DEAN OF ACADEMIC SYSTEMS, THE admissions clerk provides clerical support for the admissions office for day and continuing education
Duties And Responsibilities

• Updates all admissions acceptance and refusal letters in collaboration with the administrative technicians
• Assists with the duplicate admissions follow-up
• Assists with the preparation of and participates in Open House, Guidance Counsellor Day and Parents’ Night for the Admissions Office
• Produces statistical reports for College distribution
• Assists with the follow-up of intents for admissions
• Assists with the Secondary V verification for Day and Continuing Education
• Maintains electronic student files and scans documents as needed
• Assists in providing general college admissions and program requirements through participation in high school visits and special events
• Responsible for the coordination and preparation of the collection of inserts for acceptance letter mailing
• Updates and produces dynamic documents and message diffusions intended for students
• Creates and processes change of program requests in Clara and conducts validation to ensure system is fully updated and accurate
• Assists with the coordination of high school visits and student for a day requests from guidance counselors and potential applicants
• Participates in the organization of the student ambassador program for high school visits, special events, and the student for a day program
• Coordinates and prepares the mailing of information and promotional materials to schools as needed
• Processes acceptances, refusals in Clara and conducts validation to ensure system is fully updated and accurate
• Prepares placement testing materials, participates in the administration of the placement test and organizes placement testing correction with the English and French departments
• Updates student’s placement levels with placement testing results
• Provides specific detailed explanations to students and guidance counselors regarding admissions acceptance and refusal decisions
• Performs other related tasks as required
• Responsible for printing all acceptance letters and preparing the mailing
• Assists with the cancellation of non-confirmed students and sends cancellation notification letters
• Prepares information for international student acceptance packages and mailing of packages to admitted students in collaboration with the administrative technicians
• Responds to general inquiries by phone, in person at the counter, or in writing as required regarding application procedures and programs offered at the College
• Refers students to academic departments, other College services or to other educational institutions as needed
• Updates the New Student Information booklet each semester in collaboration with the administrative technicians and manager
• Maintains system to follow-up on incoming documents for applications from new or current students
• Prepares, coordinates and emails or mails invitations to students for interviews, auditions or physical testing related to their application for admissions once candidates have been selected by the admissions selection committee
• Updates the John Abbott College Guidance Counsellor web page and other materials and information for guidance counsellors
• Prepares electronic admissions files and lists for admissions evaluation

EDUCATION
To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority.
Specific Requirements

• Computer skills (Excel, Word)
• French Intermediate oral, written and written comprehension
• High degree of accuracy in clerical work and data entry
• Ability to organize work efficiently
• Ability to produce work under pressure and to meet deadlines
• At least one year of pertinent experience
• Ability to work with limited supervision
• Ability to multi-task
• English Advanced oral, written and written comprehension
• Strong interpersonal skills

Required Tests:
Testing may be required to demonstrate knowledge of:

• English – Advanced oral and written and written comprehension
• Excel - Intermediate
• French – Intermediate oral, written and written comprehension
• Word- Intermediate