Student Success Officer/Guidance Counsellor

Simplication; Hamilton; On-site; CAD 42,000 - 62,000; Full time

Job summary

Simplication is seeking a Student Success Officer/Guidance Coordinator for a 16-month maternity leave cover. The role supports the Student Success Centre, manages communications with students and families, and coordinates post-secondary processes and records.

The position requires strong organization, discretion, and collaboration within a busy school environment. Responsibilities include event planning, transcript processing, OSR handling, and coordination of AP and Summer School activities,

Qualifications

• Excellent oral and written communication skills.
• Strong organizational and time-management abilities.
• Ability to handle confidential student information with discretion and care.
• Proven ability to coordinate multiple appointments, meetings, and events.
• Experience supporting student success initiatives in an educational setting.

Responsibilities

• Serve as primary contact for communications for the Student Success Centre.
• Coordinate and organize events such as orientation days, information evenings, and post-secondary visits.
• Prepare documents, transcripts, letters of recommendation, and reports for applicants.
• Manage OSR-related processes and maintain accurate historical records.
• Support co-op timelines, placement meetings, and partner outreach.
• Assist with timetabling, course selections, and student scheduling.
• Order, schedule, and coordinate AP examinations and summer school activities.
• Provide backup support to the Senior School Administrator and classroom staff.

Skills

Communication skills

Organizational skills

Time management

Discretion

Confidentiality

Team collaboration

Education

College diploma

Job description

Student Success Officer/Guidance Coordinator

(16 month Contract - Covering a Maternity Leave)

Position Overview:

The Student Success Officer/Guidance Coordinator 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.

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.