Support Services Officer, Community Services

Conestoga College; Kitchener; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

Conestoga College is seeking a temporary full-time Support Staff member to support Academic Upgrading (AU) programs within the School of Community Services. The role coordinates administrative and operational activities, including learner intake, registration, scheduling, and reporting, with interaction across students, faculty, staff, and external partners.

The position requires Ontario work with a hybrid arrangement: three days on-site at 130 Youngs St., Stratford, and two days remote, Monday

Qualifications

• Two-year diploma in Business Administration, Office Administration, or related field.
• Minimum three years of practical office experience.
• Experience entering data in EOIS-CaMS is required.
• Experience with SharePoint is a plus.
• Strong MS Word/Excel/Outlook skills.

Responsibilities

• Coordinate logistics for program delivery (online and in-person).
• Support learner intake, registration, attendance, and documentation.
• Maintain and update student records and class schedules in SIS/EOIS-CaMS.
• Prepare reports and assist with contract administration for special projects.
• Assist Marketing with compliant program communications and outreach.

Skills

Customer service

Communication skills

Organizational skills

Data entry

Reporting

Education

Diploma in Business Administration/Office Administration or related

Tools

EOIS-CaMS

SharePoint

SIS

Microsoft Office

Job description

Position Summary

Temporary Full-Time Appendix D Support Staff, replacement contract position (Immediate to April 18, 2027, with the possibility of extension).

The Support Services Officer supports the delivery and administration of Academic Upgrading (AU) programs within the School of Community Services. This role coordinates administrative and operational activities for full-time, contract, and special-project programming while providing responsive, confidential, and student-centred service. Working closely with students, faculty, staff, and external partners, the incumbent supports learner intake, registration, reporting, scheduling, program operations, and quality initiatives to ensure accessible and high-quality programming.

Successful candidates will be required to conduct work within Ontario and must be available to work on campus as required. It is anticipated that this position will meet the needs of the department through a hybrid work arrangement, Monday to Friday, 8:30 a.m. to 4:00 p.m., with three days on-site at the 130 Youngs St. in Stratford, and two days remote.

Responsibilities

Program operations and student services

• Coordinate logistics for online and in-person program delivery
• Respond to program inquiries and provide information related to admissions, registration, attendance, fees, credentials, sponsorships, and student supports
• Coordinate the student intake process, including assessments, documentation collection, class placement, orientations, and onboarding activities
• Maintain student records, attendance tracking, registrations, waitlists, and learner files
• Conduct required student follow-up activities at designated intervals
• Coordinate classroom scheduling and maintain program schedules within the Student Information System (SIS)
• Monitor course section setup and ensure the accuracy of student and course data

Data management and reporting

• Collect, verify, and maintain student information in EOIS-CaMS and other College systems
• Monitor data quality and resolve discrepancies
• Prepare reports and statistical information for management and Ministry reporting requirements
• Collect, analyze, and organize operational data to support planning, scheduling, and space utilization
• Maintain records related to registration, achievement, and program completion

Contract administration and special projects

• Coordinate administrative activities for external contracts and special projects, including programs such as WSIB, Connect2Skills, and Pre-Apprenticeship initiatives
• Track contract-related data and reporting requirements
• Coordinate student registration activities and maintain accurate student records
• Coordinate staff scheduling, classroom bookings, and course setup activities
• Support relationships with external stakeholders and coordinate memberships, as required

Marketing and communications

• Monitor program webpages and collaborate with Marketing to ensure content is current
• Coordinate the development and distribution of promotional materials, including flyers and program communications
• Monitor compliance with Ministry branding and communication standards
• Coordinate and participate in recruitment and outreach events
• Collect and track student success stories and maintain associated consent documentation

Quality assurance and continuous improvement

• Coordinate Program Advisory Committee (PAC) meetings, including scheduling, communications, minute-taking, and document preparation
• Support College quality assurance processes and follow-up activities
• Coordinate access to and administration of eConestoga course shells for faculty and students
• Provide recommendations to support program effectiveness and continuous improvement

Qualifications

• A two-year diploma in Business Management, Office Administration, or a related field is required
• Minimum three years of practical work experience in a busy office environment is required; preferably within an educational organization
• Experience entering data in EOIS-CaMS is required
• Experience with SharePoint document management is considered an asset
• High-level computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, etc.
• Ability to collect, manipulate and analyze information and prepare a variety of reports and documents
• Superior organizational skills, ability to prioritize work, confidential and professional
• Adapts easily and enjoys change, new projects, and priorities
• Ability to meet deadlines and work under pressure with changing directions
• Attention to detail and follow-through is critical
• Excellent verbal and written communication skills and well-developed problem- solving skills
• Ability to initiate action and work independently as well as in a team
• Exceptional customer service skills
• Initiative, sound judgement, ability to interact with others with tact and diplomacy