Job Title: Reference Agent (Academic Systems - Registrar's) 

Job category: Support

Department: Academic Sector 

Services: Academic Systems - Registrar's 

Immediate Supervisor: Isabelle Lacombe

Position status: Regular, Full-time 

Contract length: Permanent 

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: June 17, 2026

External posting end date & time: July 2, 2026 at 17h00

Salary scale: $25.65 - $28.68

Expected start date: July 20, 2026, 

Job Description: 

Reporting to the Coordinator of the Registrar’s Office and Academic Advising, the Administrative Support Agent, Class I provides customer service to students, faculty, staff and visitors as well as performs associated clerical tasks.     

More specifically, but not limited to, the Registrar’s Reference Agent: 

• Provides and oversees welcoming reception services to students, faculty, staff, and visitors in the Registrar’s Office; 
• Handles front line reception services for Admissions and assists prospective and current students with inquiries and application related needs in the Registrar’s Office; 
• Responds to queries and correspondence in person, in writing, by telephone, and through electronic communication addressed to the Registrar’s Office; 
• Ensures that all requests for information are handled with courtesy, tact, and respect, and that accurate service is delivered as promptly and efficiently as possible; 
• Collaborates closely with all members of the Registrar’s Office and refers more technical or complex queries to appropriate Office or College personnel; 
• Assists with the verification and archiving of student records and ensures the conformity of all student files; 
• Maintains strict confidentiality of student records and ensures that students’ personal and academic information is protected at all times; 
• Performs clerical functions that contribute to efficient student support, as required by the Registrar’s Office; 
• Processes student forms as required by the Registrar’s Office; 
• Prepares letters and mailings in response to student requests; 
• Verifies student status, issues proof of attendance, and provides related documentation for students; 
• Communicates with students and teachers as required; 
• Maintains inventories of forms and materials required to provide efficient counter service; 
• Processes official transcript requests and other forms as required by the Registrar’s Office; 
• Supports and trains other clerks in delivering consistent, student centered customer service. 

Other related tasks which fall within the scope of the classification of this position may be assigned. 

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

Schedule: Monday to Friday, 8:30 am - 4:30 pm (35 hours per week) 

Qualifications: 

• DEP with an appropriate specialty or a DES, or a diploma or attestation recognized as equivalent; 
• At least one (1) year of pertinent experience. 

Conditions related to the specific position: 

• Strong English and French oral and written communication skills (to be tested); 
• Basic knowledge of Word, Excel (to be tested); 
• Basic knowledge of Outlook; 
• Excellent customer service and communication skills; 
• Strong human relations skills; 
• Ability to function under pressure with tact and diplomacy; 
• Knowledge of Clara Pedagogical Systems, an asset; 
• Basic knowledge of Quebec Secondary and CEGEP education system (with appropriate training).