Job Title: Administrative Support Agent, Class I (Replacement) 

Department: Academic Sector

Services: Academic Systems - Registrar's

Immediate Supervisor's Andrea Ramirez-Gutierrez

Position Status: Full-time, Replacement

Length of the contract: Until June 27, 2026, or until the return of incumbent to their position. 

Work Location: Vanier College

Work Schedule: Mon - Fri, 8:30 a.m. - 4:30 p.m. (35 hrs/week)

External Posting Start Date: March 12, 2026

External Posting End Date and Time: March 18, 2026 at 17:00

Salary Scale: $24.99 - $27.95

Expected Start Date: April 13, 2026  

Job Description:

Reporting to the Coordinator of Admissions and Systems Support, the Reference Agent provides front line admissions services and administrative support to students, faculty, staff, and visitors. The role is responsible for delivering accurate, courteous, and bilingual customer service while performing associated clerical and administrative tasks in support of Admissions operations. 

More specifically, but not limited to, the Reference Agent: 

Front Line Customer Service and Communications 

• Provides in person service at the Admissions counter, responding to inquiries from prospective students and their parents, current students, and other members of the College community; 
• Answers and manages telephone calls in English and French, providing accurate information regarding College programs, admission processes, policies, and related activities; 
• Responds to emails, MIOs, and written correspondence addressed to the Admissions Office, redirecting inquiries as required; 
• Ensures all interactions are handled with professionalism, tact, confidentiality, and respect; 
• Schedules and coordinates appointments for prospective applicants and current students; 
• Provides logistical support for final examination administration, including room coordination and procedural monitoring in accordance with established guidelines.

Admissions Processing and File Management 

• Verifies applicant files for completeness and compliance with established admission criteria and procedures; requests missing documentation or clarification from applicants and updates records accordingly; 
• Processes admission files in accordance with established guidelines and refers complex or exceptional cases to the appropriate authority; 
• Enters admission verdict codes and updates student records in Clara and Omnivox in accordance with established procedures; 
• Prepares and issues admission related correspondence, including letters, contracts, and official communications, and obtains required student signatures where applicable; 
• Assists in processing program transfers, course equivalences, and related student requests; 
• Performs data entry, scanning, and archiving of documents to ensure student records and pedagogical systems remain accurate and up to date; 
• Maintains the accuracy of shared admission folders and electronic records. 

Operational and Event Support 

• Schedules and invigilates placement tests as required; 
• Assists in the preparation and mailing of admission letters, packages, and related materials; 
• Supports Open House, information evenings, recruitment activities, and other Admissions events by ensuring accurate distribution of information and promotional materials; 
• Assists with student registration processes as required. 

Administrative and Team Support 

• Prepares templates, forms, meeting notes, and internal documentation relevant to Admissions operations; 
• Updates Admissions website content and resources as required; 
• Participates in staff training and provides support to colleagues as needed; 
• Replaces other staff within Academic Systems Registrar as required; 
• Assists with general activities of the Academic Systems Registrar’s Office as needed. 

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. – 4:30 p.m. (35 hours per week) 

Contract: Until June 27, 2026, or until the return of the incumbent to their position, whichever occurs first. 

Classification: Agent ou agente de soutien administratif, classe I (Administrative Support Agent, Class I) 

Qualifications: 

• DEP with an appropriate specialty, or a secondary school diploma (DES), or have a diploma or an attestation of studies which is recognized as equivalent; at least one year of pertinent experience. 

Conditions related to the specific position: 

• Strong English oral and written language skills (to be tested); 
• Strong French oral and good written language skills (to be tested); 
• Ability to work accurately with detailed information (to be tested); 
• Demonstrated ability to work autonomously and as part of a team; 
• Basic knowledge of Word and Excel (to be tested); 
• Excellent customer service and communication skills; 
• Basic knowledge of Clara, Omnivox, Socrate, SRAM DALI, and all other pedagogical systems (an asset).