We invite applications for a full-time Administrative Assistant to join our Student Services Department beginning October 2026.
Position Summary
The Student Services Administrative Assistant provides support to ensure the efficient day-to-day operation of the Student Services Department. This position works closely with counselors, students, parents, faculty, and administrative staff and is responsible for maintaining accurate student records.
Key Responsibilities
- Provide front-line administrative support to students, parents, counselors, and the Student Services team.
- Maintain, organize, and update student records, including Ontario Student Records (OSRs), transcripts, documentation, and related files.
- Process new and transfer student records, transcript requests, course information, and Community Service Hours.
- Complete accurate data entry and maintain spreadsheets and student information systems, including Edsembli and Veracross.
- Support the preparation, processing, and distribution of report cards and other student documentation.
- Assist with course selection, summer school registration, university representative visits, and other seasonal student programs.
- Maintain accurate attendance and testing records and supervise students using the Student Services Test Centre.
- Prepare correspondence, labels, forms, reports, and other departmental materials.
- Assist with annual OSR organization, graduate record storage, ONSIS reporting, and Commencement preparations.
- Receive and distribute departmental mail and provide general office and administrative support as required.
- Handle confidential student information with a high degree of professionalism, discretion, and accuracy.
Qualifications & Skills
- Previous administrative experience; experience in an educational environment is an asset.
- Excellent organizational and time-management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office, particularly Word and Excel.
- Experience with student information systems or databases is an asset.
- Ability to manage multiple priorities and meet deadlines in a busy environment.
- Strong interpersonal skills and a professional, approachable manner.
- Ability to work independently and collaboratively as part of a team.
- Demonstrated commitment to confidentiality and the appropriate handling of sensitive information.
Villanova College offers a competitive salary and full benefits. Interested candidates are invited to apply by submitting a cover letter and resume in one documentby email, quoting Student Services Administrative Assistant in the subject line to careers@villanovacollege.ca. Cover letters and resumes should be submitted by Wednesday, September 30, 2026.
Thank you for your interest in Villanova College. Your application matters to us, and we will review it carefully. Only candidates selected for an interview will be contacted.
