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

CUPE Local 2512

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

Specifics on location/schedule identified below

Job Posting C-2026-25

Seniority is a determining factor

The Waterloo Catholic District School Board with a total student population of 38,000, 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 Board's hiring processes.

G eneral Description of Duties :

• Communicate effectively and professionally with adult students, parents, community agencies, and school staff across boards and provinces (in person, by phone, and by email).
• Provide accurate information and support within a continuous intake and registration model.
• Process in-person registrations and identification verification throughout the school year.
• Coordinate and process Principal-to-Principal transfers from WCDSB and WRDSB secondary schools.
• Maintain and manage student records, including OSRs, Adult Student Folders, identification documents, report cards, community service records, and credit/attendance summaries.
• Ensure accuracy, confidentiality, and compliance with Board record retention policies.
• Maintain and update student information in Aspen across multiple St. Louis program sites.
• Access and manage historical student data systems as required.
• Complete PLAR entries for eligible students.
• Support Guidance counsellors with student registration, scheduling, and appointments.
• Manage OSR requests provincially with external schools.
• Generate transcripts, graduation summaries, and submit academic data to OCAS and OUAC.
• Provide administrative support for academic events, including Graduation and related ceremonies.
• Perform general office duties and operate standard office equipment.
• Undertake additional duties as assigned by the Administrative Team or Guidance Department Head.

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.
• Experience with the duties listed above.
• Knowledge of St. Louis Adult Learning and Continuing Education Centres.

Hourly Rate: $29.58 – $31.08 per hour

Hours of Work:  35 hours per week, full-time permanent (12 month)

Weeks/Year:  52 weeks/year

Shift:  Monday to Friday, 8:00am -4:00pm (unless otherwise confirmed by the Administrator)

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

Effective Date: June 23, 2026

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:  

Applicants are required to apply directly through Apply to Education at: https://wcdsb.simplication.com

For Apply to Education assistance, contact 1-877-900-5627 (Mon-Fri 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 to 4:00 pm on May 27, 2026.

To request this file in large print, please email aoda@wcdsb.ca. If you require a disability related accommodation to participate the recruitment process, please contact us at (519) 578-3677, 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 Board's Privacy Policy, please contact our Privacy Officer at 519-578-3660 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.