Documentation Assistant Volunteer

7 days ago

Mississauga, Canada Mississauga Secondary Academy Full time

**Position**: Documentation Assistant Volunteer
**Location**: Mississauga Secondary School, 33 City Centre Dr. Suite 240, Mississauga, L5B 2N5

**Job Type**: Part-Time (depending on the needs of the school)
**Reports to**: Head Office/ Principal

**Overview**:
The Academic Assistant will play a critical role in managing, organizing, and maintaining school records, ensuring efficient information storage, and providing support to the school administration. This role will contribute to the smooth functioning of administrative tasks related to student and staff documentation.

**Key Responsibilities**:

- **Document Management**:

- Assist in organizing, filing, and maintaining student records, attendance, and academic performance data.
- Ensure all documentation (both digital and physical) is accurately updated, cataloged, and stored securely.
- Maintain confidentiality of sensitive information such as student and staff records.
- **Data Entry and Reporting**:

- Input data into school management systems (e.g., student grades, attendance, disciplinary actions).
- Assist in generating reports related to student performance, attendance, and school activities.
- Support in preparing documentation for external audits or inspections.
- **Support School Administration**:

- Collaborate with school administrators to ensure documents meet school and legal requirements.
- Assist with scheduling appointments, preparing meeting minutes, and organizing documentation for school events.
- Provide assistance to teachers and administrative staff in locating and retrieving documents as needed.
- **Communication and Correspondence**:

- Manage incoming and outgoing correspondence related to school documentation.
- Communicate with students, parents, and staff to obtain required information for maintaining accurate records.
- **General Administrative Support**:

- Assist with the management of school archives and ensure proper disposal or retention of outdated documents.
- Provide support during enrollment periods by preparing necessary student documentation.
- Handle general office tasks such as photocopying, scanning, and distributing documents.

**Requirements**:

- **Education**: High School Diploma or equivalent (Post-secondary education in administration or related fields is an asset).
- **Nationality**: Permanent Resident, Canadian Citizen
- **Experience**: Previous experience in administrative roles, document management, or working in an educational setting is preferred.
- **Skills**:

- Strong organizational and time management abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with school management software.
- Attention to detail and accuracy in data entry and record-keeping.
- Excellent verbal and written communication skills.
- Ability to work independently and collaboratively with a team.
- Discretion in handling confidential information.

**Working Conditions**:

- Office environment within the school premises.
- Occasional lifting and organizing of physical files.
- Interaction with staff, students, and parents.

**Benefits**:

- Gain hands-on experience within an educational setting.
- Opportunity to contribute to the success of school programs and events.
- Build valuable skills and network with professionals in the field.
- Receive a letter of reference upon successful completion of the volunteer term.

**MSA is an equal opportunity organization and encourages individuals from all backgrounds to apply.**

**Job Type**: Part-time

Pay: $1.00 per hour

Flexible language requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Microsoft Excel: 1 year (required)
- Microsoft Office: 1 year (required)
- Administrative experience: 1 year (required)
- Time management: 1 year (required)

Work Location: In person

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