Guidance Administrative Assistant

  • Bronte College
  • Mississauga, ON, Canada
  • Dec 17, 2021
Full-Time Administrative Support Student Services / Experience

Job Description

Position – Guidance Administrative Assistant

Job Description
Bronte College is a private International Baccalaureate (IB) World School that offers day and boarding programs for Grades 9 to 12. Located in Mississauga, Bronte fosters a diverse international environment for our staff and boasts a fun and academic-driven atmosphere in a business casual workplace. At Bronte, we are committed to academic excellence and individual growth amongst our students and employees.

Bronte College is growing! At Bronte College you will thrive in a culture and environment that embraces inclusion, flexibility and advancement opportunities. Our mandate is to have every employee share and be involved in the mission and growth of the company.

Currently, we are looking for a Guidance Administrative Assistant.

Summary of essential job functions

  • To ensure that the ONSIS report is completed as scheduled.
  • To oversee and maintain the OSR files and Business files to ensure compliance with the OSR regulations.
  • To maintain student information in Maplewood for the guidance office to ensure that student transcripts and report cards are accurate and up-to-date.

Key Accountabilities/Activities

  • To maintain the student information system (Maplewood).
  • To complete ONSIS Reports.
  • To support Guidance staff with timetables, reports, marks, portal and appointment scheduling.
  • To work closely with the Guidance staff to enable a quick turnaround time for student appointments and course changes.
  • To manage input on ILP classes and community service hours.
  • To maintain OSR files including OEN and photos and the business files.
  • To ensure that report cards are printed once all marks and comments are confirmed and entered.
  • To create class lists, maintain and print transcripts.
  • To maintain Prior Learning Equivalent credits.
  • To upload OUAC, OCAD and EQAO data.
  • To assist with student Visas, Certification letters and Study Permits.
  • Prepare and distribute report cards and transcripts as required and requested.
  • To prepare transcripts and documentation for graduated students.
  • To prepare all documents required for students requiring revalidation in their home country.
  • To oversee Parent/Teacher night by sending out invitations and setting up appointments.
  • To invite parents to the graduation and assist on the evening of the graduation.
  • To prepare documentation for the Head of School as required.
  • To gather and manage exams prior to examination day for teaching staff and be available during examination days.
  • To file all examinations and cull them by year.
  • To assist the Head of School in preparing for Ministry and IB inspections as required.
  • To maintain photocopier, distribute faxes as required.
  • To complete duties as assigned by the Head of School and Senior Management.

Minimum Requirements

  • Post Secondary diploma in a relevant field
  • Experience with a secondary school SIS system preferably Maplewood
  • Excellent word processing skills and ability to create spreadsheets
  • Experience working in a secondary school guidance office or school office
  • Knowledge of and ability to use Microsoft Office
  • Excellent command of the English language

Abilities required

  • Resourceful and a team player
  • Able to multi-task and respond calmly in times of stress
  • Flexible with working hours

Application Instructions
Please send in your updated resume to

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and Bronte College's Accessibility Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance

Job Types: Full-time, Permanent