Documentation Specialist

Opulence Education Group • Toronto, ON

37d

About The Position

The Documentation Specialist is responsible for maintaining accurate and compliant student records in accordance with institutional policies and provincial regulatory standards. This role plays a critical part in supporting internal and external audits, ensuring documentation accuracy, and contributing to the success of accreditation and regulatory submissions. The ideal candidate is highly detail-oriented, organized, and has a strong understanding of documentation standards within the educational sector.

Requirements

• A minimum of a college diploma in Law, Business Administration, Public Administration, or a related field.
• Minimum 1 year of administrative or operational experience, preferably in an educational or compliance-related environment.
• Familiarity with Ontario Career Colleges Act, 2005 and post-secondary education regulations is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); experience with PBS Secure and PARIS is an asset.
• Prior experience conducting audits and preparing documentation or reports is beneficial.
• Strong verbal and written communication skills with the ability to communicate clearly and professionally.
• Excellent organizational skills and ability to manage multiple priorities effectively.
• High level of attention to detail and proven data entry accuracy.
• Self-motivated, collaborative, and able to work well with diverse teams.
• Strong ethical standards, confidentiality, and professionalism in handling sensitive information.

Nice To Haves

• Experience in student services, compliance, regulatory affairs, or working in a Private Career College is considered an asset.

Responsibilities

• Conduct regular audits of student files to verify accuracy, completeness, and compliance with internal and regulatory standards.
• Identify discrepancies or missing documentation and collaborate with relevant departments to ensure timely resolution.
• Maintain accurate and up-to-date audit notes within institutional databases.
• Assist in the preparation and submission of compliance reports related to student records and academic progress.
• Ensure all documentation complies with applicable legislation, including the Ontario Career Colleges Act, 2005 and associated regulations.
• Provide administrative support during internal audits and external inspections by regulatory agencies, ensuring documents are complete and readily accessible.
• Assist in preparing documentation for accreditation and regulatory reviews.
• Offer general administrative assistance to the Compliance and Regulatory Affairs department.
• Support the creation and delivery of staff training materials related to documentation practices and compliance standards.
• Respond to inquiries from internal stakeholders regarding documentation requirements and regulatory standards.
• Collaborate with cross-functional teams to promote awareness and understanding of documentation compliance requirements.
• Maintain strict confidentiality and security of all sensitive documents and information.
• Perform other duties as assigned by the Compliance and Regulatory Affairs Officer to support departmental operations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree