ADMINISTRATIVE SECRETARY - 38 WEEKS
- Montréal-Ouest, QC, Canada
Full-time
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Job details
- Job type
- Full-time
- Apply by
- Posting language
- English
- Posted
Original job description
As an administrative secretary in the Student Pathways and Institutional Support department, you welcome, inform and direct clients, draft documents and routine correspondence, follow up on purchase orders and deadlines, and are responsible for the department’s document management. A taste for working with students, a genuine concern for their success and college life, and team spirit are essential to this role.
Responsibilities
Responsibilities
- Welcome, inform and direct clients by telephone, internal messaging and within the institution;
- Compose documents, and design and write memos as well as routine correspondence;
- Process and follow up on purchase orders;
- Keep deadlines up to date and verify compliance with procedures;
- Prepare minutes of the meetings you attend and carry out the necessary follow-ups;
- Keep up to date the data that influence the department’s budgets and produce reports on request in accordance with established procedures;
- Participate in the development of the college’s filing system and be responsible for the department’s document management;
- Keep the calendars of the people you work with up to date and organize activities related to their internal or external meetings.
- Hold a Diploma of Vocational Studies (DVS/DEP) in a field related to the position, or a certificate of studies whose equivalency is recognized by the competent authority;
- Minimum of four (4) years of experience relevant to the position;
- Excellent front-line customer service skills;
- Advanced knowledge of the software used (Word, Excel and Outlook);
- Knowledge of administrative procedures in education (an important asset);
- Knowledge of CLARA software (desirable);
- Dynamism, energy and excellent team player;
- Proficiency in French language (spoken and written);
- Professional proficiency in English language (spoken and written).
- Permanent, full-time position;
- Three weeks of vacation after one year of continuous service;
- Group insurance;
- Retirement savings plan (RREGOP);
- Health and wellness program;
- These are determined and applicable in accordance with the provisions of the collective agreement in force.
More about this job
Responsibilities
Welcome, inform, and direct clients; prepare routine documents and correspondence; process purchase orders; and monitor deadlines and procedural compliance. Maintain department records and budget data, prepare reports and meeting minutes, and coordinate calendars, meetings, and follow-up activities.
Requirements
Requires a vocational diploma in a related field or an equivalent recognized certificate, plus at least four years of relevant experience. Candidates should have excellent customer service skills, advanced knowledge of Word, Excel, and Outlook, strong teamwork and energy, and spoken and written proficiency in French and professional proficiency in English; education administration knowledge is an asset and CLARA knowledge is desirable.
Skills
- Customer Service
- Written Communication
- Verbal Communication
- Document Preparation
- Purchase Order Processing
- Deadline Management
- Meeting Minutes
- Document Management
- Records Filing
- Budget Data Management
- Report Preparation
- Calendar Management
- Meeting Coordination
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Benefits
- Three Weeks of Vacation After One Year of Continuous Service
- Group Insurance
- Retirement Savings Plan
- Health and Wellness Program
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Education
- Customer Service & Support
Keywords
- Student Pathways
- Institutional Support
- Higher Education
- Administrative Procedures
- Customer Service
- Document Preparation
- Routine Correspondence
- Purchase Orders
- Deadline Management
- Procedural Compliance
- Meeting Minutes
- Budget Data
- Report Preparation
- Filing System
- Document Management
- Calendar Management
- Meeting Coordination
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- CLARA Software
- French
- English
- Teamwork