Documentation Specialist

Job Title: Documentation Specialist
Location: Bay/Queen, North York
Department: Compliance and Regulatory Affairs
Reports To: Compliance and Regulatory Affairs Officer
Employment Type: [Full-Time]
Schedule: 9AM - 5PM
Salary Range: 50,000 ~ 55,000 CAD

About Us

At Academy of Learning Career College (AOLCC), we believe in transforming lives by delivering career-focused education that helps students build practical skills for meaningful employment. With over 30 years of experience and campuses across Canada, we are committed to fostering a culture of integrity, compliance, and continuous improvement. Our Compliance and Regulatory Affairs team plays a crucial role in ensuring we uphold the highest standards across all academic and operational practices.

Position Summary

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.

Key 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.

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

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.

Our recruitment process may utilize artificial intelligence (AI)–enabled tools to support administrative and operational tasks such as application screening, candidate communications, and scheduling. AI is used to enhance efficiency and consistency only. All hiring decisions are made by qualified personnel and include human review to ensure fairness, equity, and compliance with applicable Canadian employment, human rights, and privacy legislation.

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.