Student Success Officer

CAIS; Hamilton; On-site; CAD 42,000 - 54,000; Full time

Job summary

Hillfield Strathallan College is seeking a proactive Student Success Officer to coordinate the Student Success Centre and provide essential administrative support across Senior School operations. The role involves managing communications for students and families, organizing events, and handling confidential student data with discretion.

The successful candidate will be highly organized, detail-oriented and collaborative, capable of managing multiple priorities in a busy environment.

Qualifications

• College diploma required; experience in education preferred.
• Minimum of three years in student success or administrative support in an educational setting.
• Experience coordinating appointments, meetings, and events.
• Strong word processing and administrative technology skills.
• Excellent oral and written communication skills.
• Well-developed interpersonal and liaison abilities.
• Strong organizational, time-management, and prioritization skills.
• Demonstrated critical thinking and problem-solving abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities with interruptions and deadlines.
• Demonstrated ability to maintain confidentiality and exercise sound judgment with confidential student information.

Responsibilities

• Coordinate communications with students, families, faculty and staff for the Student Success Centre.
• Prepare and distribute communications for events, programs, and important dates.
• Schedule and manage Student Success events and orientations.
• Manage calendar appointments for the Guidance and Post-Secondary Director and counselors.
• Prepare agendas and circulate materials for meetings.
• Assist with OSR processing, transcripts and post-secondary documentation.
• Oversee co-op timelines and placement meetings.
• Support timetabling and exam scheduling with the VP Academic Administration.
• Assist with course selections and reporting to Admissions and Guidance.
• Provide backup support to Senior School Administration and maintain a welcoming Student Success environment.

Skills

Administrative coordination

Excellent communication

Interpersonal skills

Organization & time management

Confidentiality

Problem solving

Attention to detail

Multitasking

Education

College diploma

3+ years in student success or admin support

Job description

Student Success Officer

(1 year Contract - Covering a Maternity Leave)

About Hillfield Strathallan College

Founded in 1901, Hillfield Strathallan College (HSC) offers a seamless academic journey from 18 months to 18 years. Located on a 50-acre campus on Hamilton's West Mountain, HSC provides a unique educational pathway for students through four school offerings: Junior, Montessori, Middle and Senior. HSC prepares students to live with purpose – to understand their world, inspire, lead, act and make a difference in their own unique ways.

Position Overview

The Student Success Officer coordinates and provides administrative support to the Student Success Centre and plays an important role in supporting students, families, faculty, and staff throughout their Senior School experience.

The successful candidate will be highly organized, detail-oriented, collaborative, and comfortable managing a wide variety of responsibilities in a busy student-centred environment. The position requires excellent communication skills, sound judgment, discretion, and the ability to manage confidential student information accurately and with care.

Responsibilities

Student Success Centre

• Serve as the primary contact for communications with students, parents/guardians, faculty, and staff regarding the Student Success Centre.
• Compose and distribute communications related to Student Success events, programs, and important dates.
• Schedule, organize, and execute Student Success events, including New Student Orientation Day, University Dialogue Evening, Parent/Guardian Information Evenings, post‑secondary representative visits, post‑secondary fairs, alumni panels, wellness events, course selection, and course exploration fairs.
• Organize and prepare thank‑you gifts for guests and partners.
• Manage active calendar appointments for the Guidance and Post‑Secondary Director and Academic Guidance Counsellors.
• Arrange meetings, prepare agendas, and circulate materials related to Student Success.
• Compose and type routine correspondence.
• Open, sort, and distribute mail for the Student Success Centre.

Post‑Secondary and Student Records Support

• Prepare and manage application documents, letters of recommendation, current course letters, and transcripts through Naviance for U.S. applicants and other international post‑secondary applications.
• Gather data and generate reports for current students and graduates.
• Organize and maintain destination and program data for graduating students, sharing relevant information with the Communications Department and maintaining accurate historical records.
• Manage, organize, and track transcript requests from students, guidance counsellors, parents/guardians, and alumni, ensuring accuracy, confidentiality, and timely fulfillment.
• Record summer school and online learning marks on transcripts.
• Assist Academic Guidance Counsellors with compiling scholarship information and applications, and ensure information is submitted by required deadlines.

Co‑operative Education

• Develop, manage, and maintain a comprehensive co‑op placement database, ensuring that contact and site information remains accurate and up to date.
• Oversee co‑op timelines and ensure compliance with institution‑specific deadlines.
• Schedule and coordinate placement meetings for Semester One, Semester Two, and summer terms involving students and the co‑op advisor.
• Regularly update and refine the database of potential placement partners to support ongoing program development.
• Assist in coordinating and preparing materials for co‑op information sessions and presentations.
• Organize and prepare thank‑you gifts for placement supervisors and community partners.

Student Records, Scheduling, and Course Selection

• Maintain and file student documentation, including report cards, in the Ontario Student Record (OSR).
• Prepare and send OSRs when required.
• Input and maintain credits for all students, including new students to the College.
• Support the VP Academic Administration with timetabling and exam scheduling.
• Facilitate the selection of tutorial groups and leaders for all new students and enter information into the database.
• Work closely with Admissions and Guidance Counsellors to arrange face‑to‑face or Google Meet appointments for incoming students to complete course selections.
• Assist with entering option choices for new students and processing course changes.
• Assign a House to all new students to the College.
• Add new teachers to classes when required.

Advanced Placement and Summer School

• Serve as the Advanced Placement (AP) Coordinator and take the lead role in ordering, scheduling, and organizing AP examinations.
• Assist with Summer School registration, communication, and operations.
• Record Summer School and online learning marks on student transcripts.

Senior School Support

• Provide backup and assistance to the Senior School Administrator as needed, including support during Curriculum Night and Parent‑Teacher‑Student Interviews.
• Provide backup coverage for vacations, absences, and lunch periods as required.
• Support the effective day‑to‑day operation of the Student Success Centre and contribute to a welcoming, responsive, and student‑centred environment.
• Perform other assigned comparable duties that are within the area of knowledge and skills required by the position.

Qualifications

• College diploma.
• Minimum of three years of experience providing student success or administrative support in an educational setting, including experience handling Ontario Student Records (OSRs).
• Experience coordinating appointments, meetings, and events.
• Strong word processing and administrative technology skills, with knowledge of relevant office software and systems.
• Excellent oral and written communication skills.
• Well‑developed interpersonal and liaison skills.
• Strong organizational, time‑management, and prioritization skills.
• Demonstrated critical thinking and problem‑solving abilities.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, frequent interruptions, and competing deadlines.
• Demonstrated ability to maintain confidentiality and exercise sound judgment when working with sensitive student information.

What We Value

The successful candidate will be someone who:

• Builds positive and professional relationships with students, families, faculty, and staff.
• Takes initiative and personal responsibility for completing tasks.
• Is adaptable and able to respond effectively to a varied and fast‑paced workload.
• Demonstrates care, discretion, and professionalism when supporting students and families.
• Works collaboratively and contributes positively to the Student Success team and broader HSC community.

This position reports to the Guidance and Post‑Secondary Director.

Application Process

Our commitment to inclusion across gender, age, religion, identity and experience moves us forward and creates a sense of community at HSC that we are proud of, where everyone feels welcome and feels that they belong. We encourage applicants who may contribute to the further diversification of this community.

Pursuant to the Accessibility for Ontarians with Disabilities Act, if you require accommodations at any time throughout the application process, please contact Human Resources prior to the closing date so the appropriate arrangements can be made.

While we thank all applicants in advance for their interest, only those selected for interviews will be contacted.

Job Type: Full-time