Unifor #26/27-09 - Guidance Secretary (External Posting)

Windsor-Essex Catholic District School Board; Windsor; On-site; CAD 42,000 - 66,000; Full time

Job summary

Windsor-Esick Catholic District School Board is seeking a Guidance Secretary to support the Principal and Administrative Assistant with OSR management, transcripts, and student records. The role includes scheduling, documentation, and coordination of admissions, transfers and graduation activities.

Ideal candidates will have an Office Administration Program or equivalent experience, strong Microsoft Office skills, and a commitment to confidentiality and strong communication.

Qualifications

• Secondary school graduate or equivalent required.
• Office Administration Program from a recognized Post-Secondary Institution and/or equivalent experience in the office administration is preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Publisher).
• Word processing, database and spreadsheet experience required.
• Experience with Google Applications would be an asset.
• Experience with Aspen (Student Information System) would be an asset.
• Proven commitment to maintaining confidentiality.
• Excellent interpersonal, communication and organizational skills.

Responsibilities

• Maintain OSR as outlined in the Ministry OSR Guideline.
• Maintain and prepare transcripts (OST) as outlined in the Ministry OST Manual.
• Obtain, forward and maintain student and course records manually and electronically.
• Assist in scheduling, mark reporting, year-end procedures, registration/admissions, transfer and withdrawal processes.
• Assist in Summer School and Night School processes.
• Assist in OCAS & OUAC application procedures.
• Assist with graduation preparation.
• Follow-up on assignments for absent students.
• Type reports, forms, etc. as required and assigned.
• All other duties assigned by the Principal/Administrative Assistant.
• Assist with student specialized programming such as Sports Academies, Dual Credit, E-Learning and SWAC.
• Assisting with University and College visitations.

Skills

Microsoft Office

Word processing

Excel

Publisher

Google Applications

Aspen SIS

Confidentiality

Interpersonal skills

Education

Office Administration Program

Equivalent experience

Job description

GUIDANCE SECRETARY

DUTIES:

Reporting to the Principal/Administrative Assistant, the duties of the Guidance Secretary include:

1. Maintain Ontario Student Record (OSR) as outlined in the Ministry “OSR Guideline"

2. Maintain and prepare transcripts (OST) as outlined in the Ministry “OST Manual"

3. Obtain, forward and maintain student and course records manually and electronically

4. Assist in scheduling, mark reporting, year-end procedures, registration/admissions, transfer and withdrawal processes

5. Assist in Summer School and Night School processes

6. Assist in OCAS & OUAC application procedures

7. Assist with graduation preparation

8. Follow-up on assignments for absent students

9. Type reports, forms, etc. as required and assigned

10. All other duties assigned by the Principal/Administrative Assistant

11. Assist with student specialized programming such as Sports Academies, Dual Credit, E-Learningand SWAC

12. Assisting with University and College visitations

QUALIFICATIONS:

• Secondary school graduate or equivalent required
• Successful completion of an Office Administration Program from a recognized Post-Secondary Institution and/or equivalent experiencein the office administration is preferred
• Proficient in Microsoft Office Suite (Word, Excel, Publisher)
• Word processing, database and spreadsheet experience required
• Experience with Google Applications would be an asset
• Experience with Aspen (Student Information System) would be an asset
• Proven commitment to maintaining confidentiality
• Excellent interpersonal, communication and organizational skills

Applicants must have the required qualifications including skills, knowledge, experience and ability to perform all duties in a satisfactory manner.

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The WECDSB adheres to equitable hiring, employment and promotion practices and is committed to an inclusive workforce that reflects the diversity of our students.

Accommodations for disabilities will be provided upon request to support participation in all aspects of the application process.

/ld

November 9, 2026