Document Specialist

Location: Toronto, ON
Employment Type: Permanent/Full-time
Schedule : Monday to Friday, Hybrid
Salary: 50,000/yr 

The Academy of Learning Career College (AOLCC) is committed to creating a supportive and inclusive environment for adult learners to pursue their educational goals. As a leading educational institution, AOLCC offers a wide range of programs and courses.

Position Overview

We are currently seeking a motivated individual with passion for transforming lives and a desire to grow their career to join our team at our North York Campus or Toronto Campus as a Document Specialist. The individual is to work closely with the Compliance and Regulatory Affairs Officer and play a vital role in overseeing the daily operations of our campus and facilitate data entry and records management.

Job duties

• Conduct regular audits of student files to ensure accuracy, completeness, and compliance with institutional and regulatory requirements.
• Flag discrepancies or missing documentation and work with relevant departments to resolve issues.
• Accurately enter and update audit notes into institutional databases.
• Assist with the preparation and submission of required compliance reports related to student records and academic progress.
• Ensure that all student-related documentation complies with applicable laws, including the Ontario Career Colleges Act, 2005, and other relevant regulations.
• Provide administrative support during internal audits or external inspections by regulatory bodies, ensuring that requested files are readily available and complete.
• Assist in preparing documentation for accreditation and regulatory reviews, as needed.
• Provide general administrative assistance to the Compliance and Regulatory Affairs department.
• Assist with the creation and delivery of training materials for staff on proper documentation practices and regulatory requirements.
• Respond to compliance-related questions from internal stakeholders, providing clear and accurate information regarding regulatory requirements and documentation processes.
• Work with various teams to ensure an understanding of compliance standards and procedures.
• Ensure the confidentiality and security of sensitive documents and information.
• Assist with other tasks as directed by the immediate supervisor to ensure the smooth operation of the Compliance and Regulatory Affairs Department.

Job Requirements

• A minimum of a college diploma in law, business administration, public administration or a related field.
• Minimum 1 year experience in an administrative role or operations, preferably in an educational environment, but not compulsory.
• Experience in operations, student services, education, student support, compliance, regulatory affairs, or a related role within the Private Career College sector is preferred.
• Proficiency in using data management systems and the Microsoft Office Suite (Word, Excel, and PowerPoint). Experience with PBS Secure and PARIS is preferred.
• Experience in conducting audits, data management, and preparing reports is preferred.
• Excellent verbal and written communication skills, with the ability to interact professionally with students and staff.
• Proven ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong attention to detail with excellent data entry accuracy.
• A self starter and team player with the ability to work effectively with a diverse group of individuals.
• High ethical standards and integrity in handling sensitive information and promoting organizational compliance.

We thank all the candidates for your time and interest in applying for the position. However, only those selected for the interview will be contacted.

AOLCC is an equal opportunity employer and encourages women, Aboriginal people, person with disabilities and member of visible minorities to apply. We seek to hire individuals with diverse characteristics, background and perspectives. We strongly believe that world class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion and disabilities but enrich itself through these differences.

AOLCC is committed to providing employment accommodations in accordance with Ontario Human Rights Code, and Accessibility for Ontarians with Disabilities Act, 2005 (AODA). AOLCC will provide accommodations to job applicants with disabilities throughout the recruitment process, please notify us and we will work with you to meet your needs.