Cégep Heritage College – Administrative Support Agent

Job Title: Administrative Support Agent– Class I

(Temporary full-time replacement for an undetermined period of time.)

Hours: 35 hours per week from Monday to Friday
8:30 a.m. to 4:30 p.m.

Department: Information Office (Human Resources)

Salary Range: $22.36 – $25.00

Job Competition: C22-23-SS-29

Work Location: 325 boul. de la Cité-des-Jeunes, Gatineau, Quebec, Canada, J8Y6T3

Competition Closes: April 9, 2023, 23:45PM

Summary

The principal and customary work of the employee in this employment class consists in receiving and forwarding telephone calls and performing a variety of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his/her area.

Minimum Qualifications

➢ Must have a secondary V diploma in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.

➢ Must have at least one (1) year of pertinent experience.

➢ Must possess very good communication skills in English and in French (oral, written and comprehension).

➢ Experience as a user with Microsoft Office, Teams and Outlook is essential.

➢ Must like working in high complexity fast-paced environment.

➢ Must have the ability to work in a sometimes-ambiguous environment.

Additional Qualifications

➢ Must possess excellent communication, organizational and interpersonal skills.

➢ Must have excellent analytical and problem-solving skills.

➢ Must be diligent, dynamic, creative and detail oriented.

➢ Must be able to work independently with minimal supervision and have the ability to work as part of a team.

➢ Must be able to work effectively with respect to deadlines and produce accurate results.

➢ Must be flexible and able to adapt quickly to different situations.

➢ Must have excellent customer service skills.

➢ Must have a strong work ethic and exercise discretion.

DUTIES

➢ Print, scan and photocopy work submitted by professors, and occasionally, other departments including administration.

➢ Print, photocopy and bind manuals.

➢ Receive and forward incoming telephone calls.

➢ Provide assistance with the digitizing documents, converting from or to PDF and making them interactive.

➢ Provide assistance with the communication of special events through digital displays and Omnivox.

➢ Establish long distance calls.

➢ Order office supplies.

➢ Maintain photocopiers, and advise Xerox/Ricoh companies when repairs are required.

➢ Ensure that a sufficient supply of paper, staples, etc. is available to employees using photocopiers.

➢ Maintain fax machine, distribute faxes received and order paper for machine.

➢ Receive and distribute mail, weigh (when necessary) and affix correct postage on outgoing mail.

➢ Receive deliveries from outside courier companies.

➢ Receive, stamp and distribute student assignments.

➢ Direct visitors and students to respective offices and provide necessary information.

➢ Periodically verify balance in postage meter and requisition money for meter as necessary.

➢ Assign mailboxes to new professors according to a list supplied.

➢ Keep an up-to-date filing system as per the College’s classification system.

➢ Keep an up-to-date inventory of office supplies.

➢ Report any building related problems to Building Services.

Interested candidates should submit their résumé, along with appropriate documentation ONLINE on our college website in the career page at http://www.cegep-heritage.qc.ca/manitou/.

Click on the job posting, then click on “APPLY”. You will be able to create an account and upload your résumé and cover letter.

Please note that only online applications will be considered. N.B.: Candidates will be required to submit to selection tests. Only those candidates selected for an interview will be contacted.

Competition Closes: April 9, 2023, 23:45PM

COMPETITION NUMBER: C22-23-SS-29

TYPE OF EMPLOYMENT: Administrative Support Agent – Class I

CATEGORY: Support

DEPARTMENT: Information Office (Human Resources)

IMMEDIATE SUPERVISOR: Michèle Charlebois

PREDECESSOR: Brenda Séguin

STARTING DATE: To be determined

For more information visit:  Carrières/Careers | Heritage (cegep-heritage.qc.ca)

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Cégep Heritage College

Information Technician

Job Title: Information Technician
(Regular full-time position)

Hours: 35 hours per week from Monday to Friday
8 a.m. to 4 p.m.

Department: Academic Services

Salary Range: $23.48 to $29.40 per hour

Job Competition: C22-23-SS-32

Work Location: 325, boul. de la Cité-des-Jeunes, Gatineau (Québec) J8Y 6T3

Competition Closes: April 16, 2023, 23:45PM

Summary

Reporting to the Academic Dean and working closely with the Associate Academic Deans, the principal and customary work of the Information Technician consists of carrying out various technical duties related to the gathering, selection, consolidation and communication of information. The Information Technician uses their technical expertise and knowledge to carry out the following duties in a role that demands autonomy and responsibility.

Nature of the Work
In accordance with the College’s policies, the Information Technician gathers, examines and chooses information and data related to the operational needs of Academic Services. As well, the Information Technician analyses and consolidates documents, reviews, revises texts and ensures that these are presented in a technical format, appropriate to the needs of Academic Services.

Minimum Qualifications

➢ Must have a diploma of collegial studies in Business Administration, Communication, Administration or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
➢ Mastery in English and French (spoken, reading and written comprehension) is required.
➢ Must possess extensive experience in the use of technology in a Windows environment with Microsoft Office (i.e.: Excel).
➢ Must possess excellent word processing and filing skills.
➢ Must demonstrate ability to take minutes of meetings.

Additional Qualifications

➢ Must possess excellent communication, organizational and interpersonal skills.
➢ Must have excellent analytical and problem-solving skills.
➢ Must be diligent, dynamic, creative and detail oriented.
➢ Must be able to work independently with minimal supervision and have the ability to work as part of a team.
➢ Must be resourceful and able to exercise good judgment.
➢ Must be able to work effectively with respect to deadlines and produce accurate results.
➢ Must be flexible and able to adapt quickly to different situations.
➢ Must be able to do complex calculations and have accurate results.
➢ Must have excellent customer service skills.
➢ Must have a strong work ethic and exercise discretion.

DUTIES
The principal areas of responsibility of this position include, but are not limited to the following four categories:

❖ Under the direction of the Academic Dean, assists in the management of the administrative elements of Academic Services:
• Initiate the processes pertinent to each academic dossier as identified in the extended academic calendar.
• Establish, set up, update and maintain Academic Services folders.
• Execute the review process for course descriptions.
• Maintain and verify electronic copies of all course outlines and course plans.
• Respond to requests for course outlines.
• Establish, update, maintain and track all steps involved in program profiles to ensure process is completed.
• Identify all requirements related to the material needs of Academic Services.
• Responsible for identifying, collating, and maintaining the archival process of the Academic Services documentation.

❖ Assess, evaluate and qualify inquiries and requests:
• Coordinate incoming and outgoing correspondence.
• Screen incoming calls.
• Verify requirements and ensure follow-through with regard to the generic Academic Services email account.
• Respond to requests from faculty and others.
• Determine nature of inquiries and refer appropriately.
• Resolve concerns where possible.

❖ In addition to administrative work, mail, routine correspondence and dissemination of general information, the Information Technician will participate in the following tasks and duties:
Workload for Professors
• Collect and verify data related to teacher workloads (teaching, coordination, leave, release time) as needed.
• Produce computerized reports.
• Communicate workloads to teachers.

❖Budget and Finances
• Collect, collate and communicate data regarding departmental budgets and capital budget requests to support annual budget processes.
Hospital Contracts
• Collect data regarding hospital placements.
• Maintain hospital contract listings.
• Calculate fees owed to hospitals and track payments.
• Update contracts as needed.
• Handle correspondence with hospitals.
Professional Development
• Manage registration and attendance records.
• Assist in coordinating the meeting and refreshment arrangements.
Pedagogical Counselors
• Assist Pedagogical Counselors as it relates to projects, events, documents, etc., related to pedagogical activities.

❖ Administrative support for Academic Services and Academic Senate:
• Prepare agendas, resolutions and supporting documentation for meetings conducted by the Academic Dean or Associate Academic Deans, such as: Academic Forum, Coordinators’ Meetings, Academic Senate, Agenda Setting Committees and other Academic Senate committees as required.
• Record proceedings.
• Carry out appropriate follow up action.
• Manage related records.
• Advise and assist Academic Senate and Agenda Setting Committee members as required.
• Produce the Academic Senate Annual Report.
• Organize and assist with the planning and preparation for Academic Senate orientation sessions.
• Coordinate the word processing, photocopying, assembly and distribution of Academic Senate related documents and correspondence.

Interested candidates should submit their résumé, along with appropriate documentation ONLINE on our college website in the career page at http://www.cegep-heritage.qc.ca/manitou/.

Click on the job posting, then click on “APPLY”. You will be able to create an account and upload your résumé and cover letter.

Please note that only online applications will be considered. N.B.: Candidates will be required to submit to selection tests. Only those candidates selected for an interview will be contacted.

COMPETITION CLOSES: April 16th, 2023

COMPETITION NUMBER: C22-23-SS-32

TYPE OF EMPLOYMENT: Information Technician

CATEGORY: Support

DEPARTMENT: Academic Services

PREDECESSOR: Laurentiu Luca (Viviana Perdomo)

IMMEDIATE SUPERVISOR: Lisa Peldjak

STARTING DATE: To be determined

For more information visit: Carrières/Careers | Heritage (cegep-heritage.qc.ca)