Position Summary
The Continuing Education Clerk provides administrative and operational support for adult education, professional development, skills training, and other training initiatives.

The position plays an important role in coordinating training schedules, preparing training materials and manuals, booking and maintaining training facilities, supporting instructors and participants, conducting research, maintaining records, and ensuring training spaces are organized, welcoming, clean, and ready for use.

The Continuing Education Clerk works closely with managers, instructors, facilitators, employees, learners, community partners, vendors, and other departments to help ensure training programs and events operate efficiently and professionally.

Key Responsibilities
Training Scheduling and Coordination
Coordinate and maintain schedules for courses, workshops, training sessions, meetings, orientations, and other learning activities.
Work with managers, instructors, facilitators, and participants to confirm training dates, times, locations, and delivery requirements.
Prepare and distribute training calendars, schedules, agendas, and reminders.
Track changes to schedules and communicate updates promptly to affected participants.
Assist with coordinating travel, accommodations, catering, transportation, and other training-related arrangements when required.
Maintain participant registration and attendance information.
Prepare sign-in sheets, attendance records, certificates, evaluation forms, and other training documents.

Training Manuals and Materials
Prepare, format, update, print, assemble, and organize training manuals, participant workbooks, facilitator guides, handouts, orientation packages, and other learning materials.
Ensure training documents follow organizational formatting and branding standards.
Maintain current electronic and printed versions of training resources.
Coordinate printing, photocopying, binding, and distribution of training materials.
Assist managers and instructors with preparing presentations, forms, checklists, resource packages, and supporting documents.
Maintain an organized library of training manuals, templates, policies, procedures, and instructional resources.

Facility Booking and Training Room Coordination
Book classrooms, meeting rooms, training facilities, and other spaces required for training activities.
Maintain an accurate facility booking calendar.
Confirm room capacity, accessibility, technology, furniture, and equipment requirements before training sessions.
Coordinate room setup, including tables, chairs, computers, projectors, training supplies, signage, refreshments, and other materials.
Ensure training facilities are ready before participants and facilitators arrive.
Coordinate with building, maintenance, IT, and administrative staff to resolve facility or equipment issues.

Facility Opening, Closing, and Cleanliness
Open training facilities and classrooms as required before scheduled programs.
Complete closing procedures after training activities, including securing rooms, equipment, documents, and facilities.
Ensure classrooms, kitchens, meeting rooms, washrooms, and common training areas are maintained in a clean, orderly,



and professional condition.
Monitor training facilities throughout the day and address minor cleanliness or organizational concerns.
Arrange or communicate cleaning and maintenance requirements when additional services are needed.
Ensure supplies are properly stored and training areas are reset following programs.
Report building, equipment, safety, security, or maintenance concerns to the appropriate supervisor.

Research and Program Support
Conduct research to support adult education and training initiatives.
Research training providers, courses, certifications, instructors, facilities, equipment, funding opportunities, community resources, and other program requirements.
Gather and organize information for management review.
Assist with obtaining quotes, comparing vendors, and preparing information for purchasing or program planning.
Prepare summaries, reports, spreadsheets, and background information as requested.
Maintain contact information and resource lists for training organizations, instructors, community partners, and service providers.
Assist with identifying new training opportunities that may benefit adult learners, employees, or communities.

General Adult Education and Training Clerk and Administrative Duties
Provide clerical and administrative support to the Adult Education and Training department.
Prepare correspondence, letters, reports, meeting materials, forms, spreadsheets, and other documents.
Answer and direct telephone calls, emails, and general inquiries.
Welcome training participants, instructors, visitors, and community partners.
Maintain electronic and paper filing systems.
Enter, update, and verify information in organizational databases, spreadsheets, and tracking systems.
Maintain confidential employee, learner, training, and program records.
Schedule meetings and appointments.
Prepare meeting agendas, take minutes, and track follow-up items when requested.
Process invoices, purchase requests, expense documentation, and other administrative paperwork.
Order and maintain office, classroom, kitchen, and training supplies.
Maintain inventories of training materials, equipment, manuals, technology, and supplies.
Assist with preparing reports and documentation for management.
Support special projects, events, orientations, conferences, and community-based training initiatives.
Provide guidance and administrative support to other clerical staff when requested.
Perform other related duties as assigned.

Training Event Support
The Continuing Education Clerk may be responsible for supporting training activities from initial planning through completion. Responsibilities may include:

Creating participant registration lists.
Confirming instructors and facilities.
Preparing classrooms and training materials.
Greeting and registering participants.




Providing administrative support during training sessions.
Troubleshooting basic logistical issues.
Maintaining attendance records.
Distributing and collecting evaluations.
Preparing certificates of completion.
Organizing and filing completed training documentation.
Ensuring facilities are cleaned, organized, and secured following training.

Qualifications
Education
Ontario Secondary School Diploma or equivalent is required.
Certificate or diploma in Office Administration, Business Administration, Executive Office Administration, or a related field is considered an asset.
A combination of education and significant relevant administrative experience may be considered.

Experience
Experience working respectfully with Indigenous communities, organizations, learners, and partners.
Several years of progressively responsible clerical, administrative, office coordination, or training support.
Coordinating meetings, training sessions, workshops, and events.
Preparing manuals, reports, presentations, spreadsheets, and administrative documents.
Creating and/or maintaining shared schedules,
Booking facilities, banquet details and coordinating multiple activities.
Experience working in education, adult education, training, employment services, community programming, or a related environment is considered an asset.

Knowledge and Skills
Exceptional organizational and time-management skills.
Excellent attention to detail.
Ability to prepare qualified training manuals and administrative materials.
Strong research and information-gathering skills.
Good judgment and problem-solving abilities.
Ability to work independently while also contributing to a team.
Ability to prioritize changing and competing demands.
Strong customer service and interpersonal skills.
Ability to handle confidential information appropriately.
Ability to maintain accurate records and filing systems.
Ability to take initiative and identify tasks requiring attention without continuous direction.

Computer Skills
Proficiency with common office technology, including:

Microsoft Products.
Collaborative calendars and scheduling systems.
Virtual meeting and training platforms.
Electronic document management systems.
Learning management systems or online education platforms is considered an asset.

Working Conditions
Primarily office and training facility based but travel is required in order to meet Community needs.
Evening or weekend work to support scheduled training programs.
Opening or closing training facilities outside regular office hours.
The position may require lifting and moving training supplies, manuals, boxes, tables, equipment, or other materials within reasonable workplace limits.
The employee is required to work independently in a training facility before or after scheduled programs.

Other Duties
The duties listed in this job description are intended to describe the general nature and level of work performed. They are not an exhaustive list of all responsibilities. The employee may be assigned other duties that are reasonably related to the position and the operational needs of the Adult Education and Training department.

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📌 Continuing Education Clerk (Ontario)
🏢 Keewaytinook Okimakanak Board of Education
📍 Ontario