Job Description

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IMPORTANT: Effective immediately.
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 correspondence and answering the telephone
• Assist with convocation preparation and awards
• Process registrations for full-time continuing education programs (AEC and DEC)
• Assist with continuing education registration
• 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
• Mail 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 and liaise with Counselling
• Update probation status as required

QUALIFICATIONS: Education Secondary school diploma or a diploma of vocational studies in an appropriate specialty or a diploma or an attestation of studies which is recognized as equivalent by the competent authority
Specific Requirements:

• At least one year of pertinent experience
• English Intermediate Oral and Written
• French Basic Oral and Basic Written
• French Intermediate written comprehension 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
• 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
• French Basic Oral and Basic Written
• French Intermediate written comprehension Word (basic)
• Excel (basic)
• Analytical and problem-solving skills