Job Title: Reception, Registration and Records Agent (Replacement)
Job category: Support
Department: Academic Sector
Services: Academic Systems - Registrar's
Immediate Supervisor: Isabelle Lacombe
Position status: Full-time, Replacement
Contract length: Until July 3, 2027
Work location: Cégep Vanier
Work schedule: Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)
External posting start date: July 15, 2026
External posting end date & time: July 21, 2026 at 17h00
Salary scale: $25.65 - $28.68
Expected start date: August 24, 2026
Job Description:
Reporting to the Registrar’s Office & Academic Advising Coordinator, the Reception, Registration and Records Administrative Support Agent’s role is to provide clerical support to the Department of Academic Systems-Registrar and the Continuing Education.
More specifically, but not limited to, the Reception and Records Support Agent, Class I:
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Greets and assists students, faculty, staff, and visitors on behalf of the Department of Academic Systems Registrar and the Continuing Education sector;
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Provides accurate information about Continuing Education services and programs (AEC and DEC) in person, by phone, or via email;
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Participates in all aspects of the admission and registration processes for students, including verifying and entering scheduling and registration information, processing the opening of student files, and verifying English eligibility;
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Assists in verifying students’ eligibility for programs and courses, and ensures the accuracy of collected and scanned supporting documents in student files;
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Ensures that student files and revised records are maintained accurately in accordance with rules, regulations, and pedagogical systems;
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Creates and processes changes to student records;
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Guides students and teachers regarding confirmations, cancellations, and schedule changes;
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Collaborates with Continuing Education Pedagogical Counsellors to support student progression and resolve file related issues;
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Processes departmental accounting functions, including student refunds;
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Contacts students and teachers regarding attendance confirmation procedures and follows up as needed;
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Prepares official letters and completes forms to support student requests;
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Gathers, classifies, locates, and scans files in accordance with established procedures, and participates in filing, scanning, and archiving processes;
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Contributes to the efficient operation of the Department of Academic Systems Registrar and Continuing Education as required;
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Participates in the production of materials, forms, documents, websites, dates, and online forms related to Continuing Education;
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Assists with promotional materials to support student recruitment and engagement;
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Ensures compliance with Bibliothèque et Archives nationales du Québec (BAnQ) and all College policies and procedures;
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Collaborates in maintaining the integrity of standards and procedures established by the Department of Academic Systems Registrar and Continuing Education;
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Assignments may vary according to the operational needs of the Department of Academic Systems Registrar and Continuing Education.
Other related tasks which fall within the scope of the classification of this position may be assigned.
Schedule: Monday to Friday 8:30 a.m. to 4:30 p.m. (during the semester) and 10:00 a.m. to 6:00 p.m in the first week of classes for DEC programs (35 hours/week).
Contract: Until July 3, 2027, or until the return of the incumbent to their position.
Classification: Agent ou agente de soutien administratif, classe I (Administrative Support Agent, class I)
Qualifications:
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Diploma of vocational studies (DEP) in an appropriate specialty or high school diploma or equivalent diploma or attestation of studies;
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At least one (1) year relevant experience.
Conditions related to the specific position:
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Strong English oral and written communication skills (to be tested);
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Good French oral and written communication skills (to be tested);
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Basic knowledge of Microsoft Word and Excel (to be tested);
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Solid interpersonal and customer service skills;
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Excellent organizational skills;
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Knowledge of pedagogical systems such as Clara and Omnivox, is an asset.
