019 – Admissions Centre Secretary

Joining Eastern Quebec Learning Centre means seizing the opportunity to be part of a team dedicated to learning, inclusiveness, success and social, personal, academic and professional development. We’re looking for a motivated, proactive and reliable admissions person to represent well our educational community during initial contacts with students and their families.

Job percentage: 80%, 4 days per week.

THE POSITION

The Eastern Québec Learning Centre is looking for a passionate and organized Admissions Secretary to join our dynamic team. As the first point of contact for our future students, you will play a key role in their educational journey by guiding them through the admissions process. Working with a number of educational resources, you’ll coordinate activities related to admissions for future students.

THE RESPONSIBILITIES

• Warmly welcome visitors and act as the first source of information on the admission process for future students;
• Inform applicants and students about the various programs available and guide them to the services best suited to their needs;
• Revise and/or create forms, letters and any other documents (paper or electronic) related to the admissions process;
• Manage applicants’ files in a confidential manner, from initial application to registration;
• Collect, verify and validate documents required to open files;
• Coordinate intake interviews, when required;
• Collate data on each future student in the pedagogical management software and verify student files;
• Coordinate follow-up (admission, refusal, revision, etc.);
• Ensure that official documents are integrated into the student’s file and verify the information entered with the Ministry;
• Update information on admissions in the center’s communications;
• Compile various statistics, as required, in order to produce and forward reports to the relevant stakeholders, for purposes of continuous improvement;
• Handle a variety of computer software with ease, manage email, telephone and in-person communications, and provide occasional assistance to staff on computer applications and systems specific to admissions and student records management;
• Work in collaboration with various educational, professional, technical and administrative resources;
• Perform any other related tasks.

General Skills
Schooling and experience  

• Hold a Diploma of Vocational Studies in Secretarial Studies, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority.
• A minimum of four (4) years of relevant experience in a school environment.
• Fluency in English and French; ability to discuss and write in both languages.
• Good computer skills; mainly Word and Excel.
• Knowledge of JADE-TOSCA software (asset).
• Excellent interpersonal and teamwork skills (the successful candidate will be expected to work collaboratively with students, teachers, parents, school board staff, etc.).
• Must demonstrate patience, discretion, flexibility, initiative and excellent organizational skills.
• Demonstrate strong organizational, planning and problem-solving skills;
• Demonstrate autonomy, good judgment and analytical skills;

Other requirements  

• Valid first aid certificate.

N.B.: Candidates wishing to be considered for this position will be required to take tests to assess their knowledge and skills in relation to the elements required to hold this position.