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

CUPE Local 2512

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

Specifics on location/schedule identified below

Job Posting C

Seniority is a determining factor

The Waterloo Catholic District School Board with a total student population of 27000 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 Boards hiring processes.

G eneral 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. OSRs 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

J ob Requir e ments :

• 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: $28.58 $30.08 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: 44 Weeks/Year (third week of August to the end of the first week of July)

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

Effective Date: August 18 2025

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.

Qualified applicants are invited to submit a resume and covering letter. Please see the Application Process below.

Applicants must attach diplomas/certificates required for this position to the resume in order to be considered a candidate for the position.

Application Process:

Internal Applicants:

Applicants arerequiredto apply directly through Apply to Education at:

Applytoeducation assistance contact 1- (Monday Friday 7:30 am 7:00 pm EST.)

In the application process identify your qualifications and abilities such as relevant experience to perform the duties of this job. Include your Diplomas/Certificates in your application.

Incomplete applications may not be considered.

Applications will be accepted up until 4:00pm on July 15 2025

Detailed information on the application process can be found at:

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.

To request this file in large print please email . If you require a disability related accommodation to participate the recruitment process please contact us at extension 2368 to discuss your needs under the Human Rights Code. Responses to inquiries will be provided within 72 hours.

At WCDSB we are committed to respecting your privacy and will take appropriate measures to protect any personal information you may share with us through the job application process. All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act and will be used to determine qualifications for employment. For more information about the Boards Privacy Policy please contact our Privacy Officer at 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.