Administrative Assistant, Academics

Teacherstrainingvietnam; Toronto; Remote; CAD 52,000 - 75,000; Full time

Job summary

Teacherstrainingvietnam is seeking an Academic Support Coordinator in Toronto to manage Ontario student records for Grades 7-12, ensuring compliance with MOE guidelines and privacy laws. The role coordinates onboarding/offboarding, confidential documentation, and transcripts while supporting year-end archiving and data reporting.

You will collaborate with the Registrar and IT to ensure accurate course data across student information systems and assist with exam logistics and school events.

Qualifications

• Experience administering and maintaining student records.
• Knowledge of Ontario privacy legislation and MOE guidelines.
• Experience coordinating onboarding/offboarding processes.
• Ability to generate reports from student data systems.
• Strong organization and attention to detail.
• Experience coordinating events and exams logistics.

Responsibilities

• Maintain OSRs for Grades 7-12 in compliance with MOE guidelines and privacy laws.
• Coordinate onboarding/offboarding records with admissions and external schools.
• Secure filing and management of confidential academic records.
• Process transcripts, diplomas, and education verifications.
• Maintain record integrity and archiving procedures.
• Coordinate events like Parent-Teacher Meetings and Curriculum Night.
• Oversee after-school testing logistics and data spreadsheets.
• Liaise with IT to ensure accurate data in SIS and generate reports.
• Assist with course selection and timetabling updates in SIS.
• Provide exam support and June Lead Proctor duties.
• Support Chandaria Research Centre operations and budgeting.

Skills

Record management

Privacy compliance

Onboarding/offboarding

Events coordination

Timetabling

Data reporting

IT liaison

Tools

Student Information Systems (SIS)

Job description

Key Accountabilities include, but are not limited to:

• Administration & Compliance of Student Records: Maintain, store, and dispose of Ontario Student Records (OSRs) for Middle and Senior School students (Grades 7-12) in full compliance with Ontario Ministry of Education guidelines, accreditation standards, and privacy legislation.


• Onboarding & Offboarding Records: Coordinate the collection, intake, and transfer of academic files with admissions, incoming families, and outgoing schools to ensure seamless student transitions.


• Confidential Documentation: Ensure the secure filing and management of specialized academic records.


• Transcripts & Credential Verification: Process requests for transcripts, diplomas, and education verifications for current students and alumni.


• Records Preservation & Year-End Operations: Maintain file integrity, accuracy, and long‑term security across all physical and digital record systems, processing annual rollover and file archiving procedures.


• Events Coordination: Coordinate and provide logistical and communication support to academic‑related events such as Parent‑Teacher Meetings, Curriculum Night, and other events, liaising with parents, teachers, staff, and IT, as needed.


• After School Testing: Coordinate after‑school testing, including the teacher supervision schedule, testing binders, maintaining weekly student testing spreadsheets, and consolidating data bi‑monthly.


• Student Information Systems Support: In partnership with the Registrar, liaise with IT to ensure accurate course and student data is uploaded into all student information systems and generate reports periodically through the year to support the grade review process in Grades 7-12.


• Course Selection and Timetabling: Participate in timetabling-related activities, including course selection support, updating student course changes over the summer and throughout the school year as directed, and making in student information systems


• Exam Support: Work closely with the Registrar to provide logistical support to June Exams and serve as the June Lead Proctor.


• Chandaria Research Centre: Provide administrative support to the Director, Chandaria Research Centre (CRC), and the operations, including calendaring, meeting and event support, tracking budgets, event support, preparation of displays, and updating the CRC Portal page.


• For the Position: Academic Support Coordinator