Administrative Support Agent, Class I - Student Services

Job summary

Provide reception and administrative support to Student Services, including assessing student needs, directing inquiries, scheduling appointments, and maintaining personnel attendance records. Process payments, invoices, purchasing requests, and departmental logistics, while supporting events, student service areas, and other clerical tasks as assigned.

Job details

Reference: S-252976-67 Deadline to apply: October 19, 2026 11:59 PM EDT IMPORTANT: Permanent, full-time M-F 8:30am-4:30pm, available to start beginning of December or sooner JOB SUMMARY: under the direct supervision of the director of Student Services, to perform administrative and clerical duties in student services Duties And Responsibilities Front desk reception; receive visitors, provide general information and/or direct to appropriate areas Assess student needs through structured questioning to ensure referral to the appropriate professional Schedule appointments on Outlook for various departments Back up for Time Management; Keep attendance record for personnel, sick-leave, vacation and social leave Be at ease with Microsoft Office Suite and Outlook, Clara Be informed of the various College Departments such as Financial Aid, Student Activities, Health Services Registrar's Office, Continuing Education, SUJAC Assist in various tasks within the Student Services department such as; prepare billing & invoices for the Bar services, food services, entering payment and purchasing requests Troubleshoot Xerox and place service calls or Octopus when necessary Order and distribute stationery for the department & distribute mail Receive student payments as required; enter in Clara and create records of deposit, including cash, cheques and POS and keep track of all student payment plans Enter all fee codes as requested by Athletics Be comfortable with First Aid related tasks Be replacement when needed, lunches, peak periods, absence and vacation; including Health and Wellness sector Coordinate departmental social events; including College Holiday Brunch Manage JAC Bus calendar, handle inter-departmental charges as well as outside invoices (TCV, expense reports, credit cards) for the Bus Organize volunteers, set up and takedown for Info Booths as directed by the Director of Student Services Perform any other related administrative and clerical tasks as may be assigned Qualifications Education: To have a secondary school diploma or a diploma of vocational studies in an appropriate specialty or have a diploma or attestation of studies which is recognized as equivalent by the competent authority and have at least one (1) year of pertinent experience. Specific Requirements Related experience an asset Conversational French Fluency in English-oral and written Word processing, MS Word and MS Excel Knowledge of Clara is an asset Ability to deal with people pleasantly and efficiently Strong interpersonal skills* Strong emotional intelligence* High degree of empathy and ensuring a calm environment while handling urgent inquiries as needed* Strong ability to multitask Work well under pressure Strong sense of confidentiality Testing May Be Required To Demonstrate Knowledge Of English (fluency oral) English (fluency written) French (conversational) Word (basic) Excel (basic) The College reserves the right to test those qualifications that have an asterisk due to the sensitive nature when dealing with student issues. In accordance with ministerial directives issued by the Secretariat du Conseil du trésor concerning a freeze on public service recruitment, effective November 1st 2024, applications from employees with regular employment status at the College and within the College network will be prioritized. John Abbott College adheres to an Equal Access to Employment Program, and invites women, visible minorities, ethnic minorities, indigenous peoples and persons with disabilities to submit their applications. We thank all candidates who submit their resumes for consideration. However, only those candidates selected for an interview will be contacted. If your work experience has changed or if you have acquired additional education since your last visit, be sure to submit your updated resume so that we may review your full career path.

What you’ll do

Provide reception and administrative support to Student Services, including assessing student needs, directing inquiries, scheduling appointments, and maintaining personnel attendance records. Process payments, invoices, purchasing requests, and departmental logistics, while supporting events, student service areas, and other clerical tasks as assigned.

Requirements

Requires a secondary school diploma or an appropriate vocational studies diploma or recognized equivalent, plus at least one year of relevant experience. Candidates need conversational French, fluent spoken and written English, basic Word and Excel skills, and strong interpersonal skills, empathy, confidentiality, and the ability to multitask under pressure.

Listed skills

• Customer service · Preferred
• Appointment Scheduling · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Multitasking · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• Payment Processing · Preferred
• interpersonal communication · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Front Desk Reception
• Administrative Support
• Clerical Skills
• Customer Service
• Appointment Scheduling
• Microsoft Office
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Clara
• Payment Processing
• Invoice Processing
• Recordkeeping
• Confidentiality
• Multitasking
• Interpersonal Communication

Job areas

• Administrative
• Education
• Customer Service & Support

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