Student Success Officer

Student Success Officer (1 year Contract - Covering a Maternity Leave) About Hillfield Strathallan College

Founded in 1901, Hillfield Strathallan College (HSC) offers a seamless academic journey from 18 months to 18 years. Located on a 50-acre campus on Hamilton's West Mountain, HSC provides a unique educational pathway for students through four school offerings:
Junior, Montessori, Middle and Senior. HSC prepares students to live with purpose – to understand their world, inspire, lead, act and make a difference in their own unique ways.

The Student Success Officer coordinates and provides administrative support to the Student Success Centre and plays an important role in supporting students, families, faculty, and staff throughout their Senior School experience.

The successful candidate will be highly organized, detail-oriented, collaborative, and comfortable managing a wide variety of responsibilities in a busy student-centred environment. The position requires excellent communication skills, sound judgment, discretion, and the ability to manage confidential student information accurately and with care.

• Serve as the primary contact for communications with students, parents/guardians, faculty, and staff regarding the Student Success Centre.
• Compose and distribute communications related to Student Success events, programs, and important dates.
• Schedule, organize, and execute Student Success events, including New Student Orientation Day, University Dialogue Evening, Parent/Guardian Information Evenings, post-secondary representative visits, post-secondary fairs, alumni panels, wellness events, course selection, and course exploration fairs.
• Organize and prepare thank-you gifts for guests and partners.
• Manage active calendar appointments for the Guidance and Post-Secondary Director and Academic Guidance Counsellors.
• Arrange meetings, prepare agendas, and circulate materials related to Student Success.
• Compose and type routine correspondence.
• Open, sort, and distribute mail for the Student Success Centre.

• Prepare and manage application documents, letters of recommendation, current course letters, and transcripts through Naviance for U.S. applicants and other international post-secondary applications.
• Gather data and generate reports for current students and graduates.
• Organize and maintain destination and program data for graduating students, sharing relevant information with the Communications Department and maintaining accurate historical records.
• Manage, organize, and track transcript requests from students, guidance counsellors, parents/guardians, and alumni, ensuring accuracy, confidentiality, and timely fulfillment.
• Record summer school and online learning marks on transcripts.
• Assist Academic Guidance Counsellors with compiling scholarship information and applications, and ensure information is submitted by required deadlines.

• Develop, manage, and maintain a comprehensive co-op placement database, ensuring that contact and site information remains accurate and up to date.
• Oversee co-op timelines and ensure compliance with institution-specific deadlines.
• Schedule and coordinate placement meetings for Semester One, Semester Two, and summer terms involving students and the co-op advisor.
• Regularly update and refine the database of potential placement partners to support ongoing program development.
• Assist in coordinating and preparing materials for co-op information sessions and presentations.
• Organize and prepare thank-you gifts for placement supervisors and community partners.

• Maintain and file student documentation, including report cards, in the Ontario Student Record (OSR).
• Prepare and send OSRs when required.
• Input and maintain credits for all students, including new students to the College.
• Support the VP Academic Administration with timetabling and exam scheduling.
• Facilitate the selection of tutorial groups and leaders for all new students and enter information into the database.
• Work closely with Admissions and Guidance Counsellors to…