Administrative Assistant - Guidance/SAS - St. Louis (K)

Waterloo Catholic District School Board; Kitchener; On-site; CAD 62,754,000 - 65,936,000; Full time

Job summary

Waterloo Catholic District School Board seeks an Administrative Assistant for Guidance/SAS at St. Louis Adult Learning and Continuing Education, Level 4.

Responsibilities include registrations, records management, transcripts, and confidential communications across multiple programs in the Waterloo Region. The role requires a 2-year college diploma in Business/Office Administration, 1–2 years of experience, and strong skills in Aspen, Excel, Microsoft Office and Google Forms.

Qualifications

• Two-year college diploma in Business Administration or Office Administration.
• 1-2 years similar work experience.
• Ability to work independently and as part of a dynamic team.
• Advanced level knowledge of Aspen, Excel, Microsoft Office Suite and Google Forms.

Responsibilities

• Communicate professionally with parents and students across multiple St. Louis programs in person, by phone and email.
• Accept and process in-person registrations and student departures across programs throughout the year.
• Create and maintain accurate student information in the student data management system.
• Create and maintain student records, including OSRs, transcripts, and related documents.
• Generate student transcripts and submit academic information to OCAS and OUAC as needed.
• Handle confidential communications in line with board retention policies.
• Maintain accurate student information across St. Louis program schools.
• Perform administrative duties for ceremonies and events as needed.
• Operate general office equipment.
• Complete assignments delegated by Lead Administrative Assistant.

Job description

CUPE Local 2512

Administrative Assistant - Guidance/SAS - St. Louis Adult Learning and Continuing Education - Level 4

Specifics on location/schedule identified below

Job Posting # 4055756

Seniority is a determining factor

The Waterloo Catholic District School Board with a total student population of 27,000, provides services to students in 52 schools (Kindergarten to Grade 12) across the Waterloo Region.

The WCDSB also operates numerous Adult Learning and Continuing Education programs through St. Louis Adult Learning and Continuing Education Centres.

The Board conducts intentional recruitment and selection as it seeks to achieve a state of greater equity for employees and students and to diversify its workforce.

All qualified applicants are welcome and encouraged to apply and applicants may choose to indicate if they are from a group who has experienced racial or social discrimination. Self-identification data will be used as a consideration in this posting. Aggregate data will be stored anonymously to support improvements to the Board's hiring processes.

General Description of Duties

• Communicate professionally with parents and students across numerous St. Louis programs in person, by phone and email as required to provide and retrieve relevant information
• Accept and process all in-person registrations and student departures according to school and board processes across a range of St. Louis Adult and Continuing Education programs throughout the year based on program needs and peak times
• Creation and maintenance of accurate student information within student data management system
• Creation and maintenance of student records, including filing., i.e., OSR's, Adult student folders, report cards, community service completions, transcripts, college and university applications, legal and court documents, etc.
• Generate student transcripts and submission of student academic information to OCAS and OUAC as needed through guidance department
• Handle and maintain all records and conduct communications with confidentiality and within board retention policies
• Maintain accurate student information in student data management system within a variety of St. Louis program schools
• Administrative assistant duties as required with academic ceremonies including Awards, Graduation and all other processes or events as needed
• Operate general office equipment
• Complete any assignments delegated by the Lead Administrative Assistant as needed
• Additional duties as assigned by the Administrative team or Guidance Department Head as needed

Job Requirements

• Two (2) year college diploma in either Business Administration or Office Administration.
• 1-2 years similar work experience.
• Ability to work independently and as part of a dynamic team
• Advanced level knowledge and demonstrated strong ability in Aspen, Excel, Microsoft Suite and Google Forms

Desirable Assets

• Ability to communicate effectively with a wide variety of external and internal contacts, including multi-language learners
• Ability to work tactfully and diplomatically when approached by a diverse community of students and parents
• Proven flexibility and strong communication skills in a fast-paced office setting with frequent interruptions and tight deadlines
• Knowledge of St. Louis Adult Learning and Continuing Education Centres

Hourly Rate: $29.58 - $31.08 per hour

Hours of Work: Permanent Full-time, 35 hours per week

Typically Monday to Friday, 8:00-4:00

(Unless otherwise confirmed by the Administrator)

Weeks / Year: Approximately 44 Weeks/Year

Location: St. Louis Adult Learning and Continuing Education Centres - Main Campus, Kitchener, ON

Effective Date: as soon as possible

Applications will be considered in the following order:

• Qualified permanent CUPE Bargaining Unit employees, with seniority.
• Qualified probationary and temporary CUPE employees, including employees in other Bargaining Units/Associations.

The Waterloo Catholic District School Board is welcoming of candidates from diverse communities, backgrounds and identities and encourages applications from qualified members of these groups.

Applicants are invited to self-identify if you are First Nations, Metis, Inuit, a member of a visible minority group(s) or a person with disabilities. This information is collected under the authority of the Ontario Human Rights Code and will be used to keep track of recruitment information. No personal information will be included.

At WCDSB, we are committed to respecting yourprivacyand will take appropriate measures to protect any personal information you may share with us through the job application process. Personal information is collected under the authority of the Education Act, R.S.O. 1990, c. E.2, s. 171(13)3, and pursuant to section 28(2) of theMunicipal Freedom of Information and Protection ofPrivacyAct (MFIPPA). The information collected will be used for the purpose of determining eligibility and qualifications for employment and for administering human resources and employment-related functions. Questions regarding this collection may be directed to the Board’sPrivacyOfficer at 519-578-3660 ext. 2381.

The successful candidate will be required to produce a satisfactory Vulnerable Sector Criminal Background Check. For further information refer to policy APS 038 on the website of the Waterloo Catholic District School Board.