Administrative Support Agent, Class I (Specific Project) (DG)

Job title: Administrative Support Agent, Class I (specific project)   

Job category: Support

Department/Services: Director General's Office

Immediate Supervisor: Jadranka Radman

Position status: Full-time, Specific Project

Contract length: Until June 30, 2027, with possibility of extension

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: November 9, 2026

External posting end date & time: November 13, 2026 at 17h00

Salary scale: $25.61 - $28.65

Expected start date: December 7, 2026

Job Description:

Under the authority of the Assistant to the Director General, the Administrative Support Agent, class I provides support for the office of the Director General. The principal and customary work of the employee in this employment class consists in performing a set of administrative functions of a relatively complex nature according to established methods and procedures and clerical functions related to activities in his area.

More specifically, but not limited to, the Support Agent completes the tasks in the following areas:

Director General’s Office:

• Manages the College’s main telephone line, and Info Info email address;  
• Welcomes and directs students, employees, visitors, and external stakeholders; 
• Reviews and distributes internal memoranda and announcements to the College community; 
• Coordinates and maintains room bookings for the DG office; 
• Assists with maintaining the DG Office SharePoint site and supports document archiving; 
• Assists with preparing correspondence, administrative documents, expense reports, and related forms, including DMA and DMP forms; 
• Prepares service contracts for external providers and coordinates approvals and signatures;
• Processes incoming and outgoing mail; 
• Provides logistical support to all events under the purview of the DG office;
• Maintains and keeps track of the office inventory;
• Liaises with DG Office managers and other departments to coordinate requests and follow up on outstanding matters; 
• Provides administrative support to the Respectful Learning and Workplace Environment Advisor. 

Employee Wellness and Mental Health Initiatives:

• Assists with the coordination, planning and execution of activities/events, including registration, tracking participation, room bookings and set-ups, and other arrangements, as necessary; 
• Creates digital activity posters; 
• Distributes feedback forms; 
• Assists with updates of related SharePoint page(s); 
• Prepares service contracts for external providers, including coordinating approvals and obtaining required signatures; 
• Submits expense reports, as needed.

Vanier College Foundation: 

• Provides administrative support to the Foundation Secretary and Treasurer;  
• Processes all donations and contributions from internal and external constituents;  
• Assists with maintaining accurate databank and records of constituents in Raiser’s Edge NXT;  
• Prepares documentation and correspondences as needed for the Foundation;  
• Assists with the administration of funding requests and documentation;  
• Assists with updating the Foundation’s SharePoint and website, as well as Intercom broadcast; 
• Coordinates administrative follow-ups with donors, College departments, and other stakeholders.

Other related duties may be assigned which are related to the Administrative Support Agent, class I and the Office of the Director General, or strategic objectives of the College.

Schedule: Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours/week) 

Contract: December 7, 2026 until June 30, 2027, with a possibility of extension  

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

Qualifications: 

• A diploma of vocational studies (DEP) with appropriate specialty or a secondary school diploma (DES) or have a diploma or an attestation of studies which is recognized as equivalent by the competent authority
• At least one (1) year of pertinent experience. 

Conditions related to the specific position: 

• Strong organizational, coordination, and administrative skills;
• Strong interpersonal skills and the ability to find solutions and respond to requests effectively;
• Ability to manage priorities, work independently, and collaborate with others;
• Discretion and sound judgment when handling confidential information;
• Strong attention to detail and accuracy (to be tested);
• Ability to prepare documents, compile information, and maintain accurate records;
• Excellent oral communication and writing skills in English and French (to be tested);
• Intermediate knowledge of Microsoft Word and Excel (to be tested);
• Experience working for a foundation, or another fundraising organization, an asset;
• Experience and knowledge of accounting, an asset.