Temporary Office Assistant, Continuing Educucation at Hastings and Prince Edward District School Board

Temporary Office Assistant, Continuing Education

Location: Belleville, ON

Hours: 35 per week (12 Month Position)

Salary: $26.45 - $30.40 / hour

Duration: Immediately - March 2027

Hastings and Prince Edward District School Board (HPEDSB) serves approximately 15,400 students each day at 38 in-person schools (31 elementary, two K-12; four 7-12, one secondary). Supporting student achievement is the goal of approximately 1,750 teaching and support staff who, in addition to the contributions of caring volunteers and community partners, share their passion for teaching and learning.

The district covers a geographic area of 7,220 square kilometres bordered by Maynooth to the north, Deseronto to the east, Prince Edward County to the south and Quinte West to the west.

The region connects the outdoors with small cities, quaint villages and rolling rural landscapes. Here you will discover decades of tradition, mixed with new and emerging technology, creativity and innovation. Surround yourself with 1,200 km of shoreline in vibrant cities and towns accessible by highway and rail (1.5 hours to Toronto, 2 hours to Ottawa). Explore wilderness trails and sandy beaches, experience world-class fishing, enjoy exquisite culinary experiences and dozens of wineries. Perfect your golf swing at 23 golf courses or take in Canadian arts and heritage attractions. Create your own story and picture yourself here!

We acknowledge and honour the land on which we reside and occupy as part of the traditional territories of the Haudenosaunee and Anishinaabe people. These Indigenous Nations, agreed to mutual sharing obligations and responsibilities as stewards of the land and water. Today these responsibilities and obligations extend to all Peoples. These lands are steeped in rich Indigenous history, traditions and modern cultures that are proud and vibrant.

Job Overview: Reporting directly to the Executive Assistant, Innovation and Inclusion Services, the Office Assistant - Continuing Education performs duties such as registering students in courses, online courses, Cooperative Education, and Prior Learning Assessment and Recognitions (PLAR). This position performs administrative duties as assigned by the supervisor such as reviewing transcripts, data entry, correspondence, filling, and reception, including providing assistance and information to staff and visitors to the office.

Key Responsibilities:

• Register students: Verify student age, citizenship and Ontario residency to confirm eligibility. Process registrations, withdrawals and transfers of students. Review transcripts from the SSGD Diploma (27 credit), the OSIS Diploma (30 credit), the OSS

• Diploma (new curriculum) to determine which credits each adult student registering must complete in order to graduate.

• Complete data entry of registrants into ASPEN and D2L (or other applicable software).

• Design and maintain spreadsheet(s) for data reporting (eg. Registration and Add/Drop Course, Course spreadsheets) and design and produce reports as required.

• Complete enrollment and attendance as required.

• Track student progress throughout their courses and send reminder emails to students about upcoming deadlines, to ensure they remain on track to meet course requirements.

• Provide support and information to students (e.g. Junior and Senior PLAR, Learn While You Earn Specialized Co-op, correspondence, online courses, and other application programs), along with the expectations for each.

• Perform reception duties such as answering telephone inquiries and relaying messages Perform counter work such as provide assistance and information to students, parents, Board personnel and public. Received shipments at the main office. Process incoming and outgoing mail/courier activities.
  

Qualifications:

• Minimum post-secondary completion of a two (2) year diploma in Office Administration, Business Studies, or other related post-secondary programs.

• Minimum of one (1) year of professional experience working in an office environment, preferably within the education sector.

• Demonstrated experience working with technology and utilizing office software including Google Applications and board specific software such as ASPEN.

• Demonstrated experience working in a busy office, with experience multitasking and prioritizing.

• Demonstrated experience communicating with various parties such as students, employees, families, external stakeholders, etc.

• Knowledge of Board and Ministry policies and procedures are considered an asset.

• Satisfactory Vulnerable Sector Background check.
  

Hastings and Prince Edward District School Board is committed to a qualified workforce that is representative of the diversity of the people in Ontario and across the communities we serve, We welcome applicants from candidates with diverse backgrounds and lived experiences as a member of a marginalized group, including but not limited to:

• First Nations, Metis, and Inuit peoples, and all other Indigenous peoples

• Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin

• Persons with visible and/or invisible (physical or mental) disabilities

• Persons of marginalized sexual orientations, gender identities, and gender expressions

Hastings and Prince Edward District School Board is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Ac t (AODA). Should you require an accommodation through any stage of the recruitment process please notify them when contacted, and we will work with you to meet your needs.

Thank you to all applicants for their interest. Only those selected for an interview will be contacted. This information is collected under the authority of the Education Act, and M.F.I.P.P.A and is used to determine eligibility for employment. In accordance with Ontario Regulation 521/01 Collection of Personal Information, criminal record checks and vulnerable sector screening will be required of all HPEDSB employees who have direct and regular contact with students.