Job Description:

IMPORTANT: Effective immediately

DEADLINE TO APPLY: Tuesday, November 11, 2025

JOB SUMMARY UNDER THE DIRECT SUPERVISION OF THE ADMISSIONS & 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

• 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

• Provides specific detailed explanations to students and guidance counselors regarding admissions acceptance and refusal decisions

• Prepares electronic admissions files and lists for admissions evaluation

• Maintains system to follow-up on incoming documents for applications from new or current students

• Processes acceptances, refusals in Clara and conducts validation to ensure system is fully updated and accurate

• Creates and processes change of program requests in Clara and conducts validation to ensure system is fully updated and accurate

• 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 all admissions acceptance and refusal letters in collaboration with the administrative technicians

• Responsible for the coordination and preparation of the collection of inserts for acceptance letter mailing

• Responsible for printing all acceptance letters and preparing the mailing

• Prepares information for international student acceptance packages and mailing of packages to admitted students in collaboration with the administrative technicians

• Assists with the duplicate admissions follow-up

• Assists with the cancellation of non-confirmed students and sends cancellation notification letters

• Assists with the Secondary V verification for Day and Continuing Education

• 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

• Assists with the follow-up of intents for admissions

• Updates the New Student Information booklet each semester in collaboration with the administrative technicians and manager

• Updates the John Abbott College Guidance Counsellor web page and other materials and information for guidance counsellors

• Participates in the organization of the student ambassador program for high school visits, special events, and the student for a day program

• Assists with the coordination of high school visits and student for a day requests from guidance counselors and potential applicants

• Coordinates and prepares the mailing of information and promotional materials to schools as needed

• Assists in providing general college admissions and program requirements through participation in high school visits and special events

• Assists with the preparation of and participates in Open House, Guidance Counsellor Day and Parents’ Night for the Admissions Office

• Maintains electronic student files and scans documents as needed

• Updates and produces dynamic documents and message diffusions intended for students

• Produces statistical reports for College distribution

• Performs other related tasks as required

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

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

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

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