Apply

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

Job category: Support

Department: Academic Dean

Services: Academic Systems - Registrars

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: January 23, 2026

External postin g end date & time: February 6, 2026 at 17h00

Salary scale: $24.99 - $27.95

Expected start date: March 2, 2026

Job Description:

Reporting to the Coordinator of the Registrar's Office and Academic Advising, the Records Agent provides Records Office services through the performance of tasks based on complex methods and procedures. More specifically, but not limited to, the Records Agent:

• Provides information about College practices and policies to students and faculty, and fields queries from the general public regarding all facets of the College and its programs both in person and via telephone and email;
• Responds promptly by answering phone calls, emails and in-person inquiries;
• Assists with various aspects of the admission and registration processes for students, including providing direct support for the application process, admission decisions, and registration procedures;
• Composes letters and completes forms for students as required and organizes document retrieval at the counter;
• Provides instructions and support for students, college staff and teachers in the use of Omnivox over the telephone or in person at the reception;
• Participates in the verification and ensures all information pertaining to students' files and records are maintained accurately according to rules and regulations in the pedagogical systems;
• Gathers, classifies and locates files in accordance with established procedures;
• Consults the Ministry of Education concerning systems and regulations regarding student records;
• Ensures that information regarding student registration, grades, personal information, mark updates and grades is accurate and up to date;
• Participates in records management of all documents in accordance with College policies and procedures;
• Inputs and/or modifies the student information database according to departmental guidelines and requirements;
• Ensures confidentiality of records and information according to Access to Information Law and College policy;
• Ensures the smooth operation of office equipment and arranges for maintenance and repair work;
• Participates in the Course Enrollment Confirmation process (validation) and follow-up directly with students and teachers;
• Responds to customer/client inquiries in the area of expertise;
• Appraises and organizes the files of former students and other important documents;
• May assist in developing procedures for managing current archives, storing documents and formulating disposal plans and critical path;
• Ensures compliance with the Loi sur les archives and College Policies and Procedures;
• Prepares reports and provides information to staff regarding archive rules and procedures.

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

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

Classification: Agent our 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, an asset.

Conditions related to the specific position:

• Basic knowledge of Microsoft Word and Excel (to be tested);
• Strong English oral and written communication skills (to be tested);
• Good French oral and written communication skills (to be tested);
• Good human relation and customer service skills;
• Good organizational skills;
• Accuracy with detailed work.

Apply

Primary Address

821 avenue Ste-Croix
Montréal, Québec, H4L 3X9