Temporary Executive Assistant - School Operations

Position: Temporary Executive Assistant - School Operations

Salary: Band 3 - $ 34.80 - $ 41.50 per hour

Location: School Operations - JWS

Work Schedule: 35 hours/week, 12 months/year

Start Date: As Soon As Possible to July 22, 2025

Position Summary:

The Executive Assistant, School Operations provides administrative support in all operational matters to the Superintendent(s), System Principal(s), Associate Director and/or Director, manages budgets, problem solves and provides a departmental communication link for supervisors’ portfolio work. Administers and coordinates departmental functions and special events; monitors, prioritizes and balances workload within the School Operations team to ensure adequate resources to meet deadlines; acts as liaison and collaborative team player in a positive work environment. The Executive Assistant is the front line contact for the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director.

Key Responsibilities:

Manages day-to-day operations of Superintendent(s) System Principal(s), Associate Director and/or Director;

Manages multiple initiatives and coordinates day-to-day operations, including scheduling of meetings and managing online calendars;

Responds to inquiries and concerns of the public, staff, parents, students, trustees, agencies, and Ministry of Education in a knowledgeable, tactful and supportive manner, identifying those matters that require personal or urgent attention of the supervisor;

Manages Out of Area Transfers, Home Schooling, Home Instruction processes and inquiries, as well as out of catchment reporting;

Researches, analyzes, and synthesizes material on behalf of the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director on a variety of matters:

Researches and integrates data related issues for the Family of Schools or department’s function;

Completes special projects, as assigned;

Composes a wide variety of written materials (eg. correspondence, agendas, event programs, reports)

Tracks completion/submission of required forms and plans (e.g., Excursions, SIPSA, fundraising, suspensions etc.); and

Manages and maintains annual budget(s), expenditures and reviews for accuracy of the Superintendent(s), Executive Officer(s), System Principal(s), Associate Director and/or Director’s area of responsibilities:

Prepares appropriate reports and forms, completes journal entries, purchase orders, cheque requisitions, and deposit of cheques/cash;

Monitors school budgets and tracks spending trends (e.g., RFF, cheque requisitions, Purchasing Cards expenses); reconciles expenses, and prepares reimbursement submissions by maintaining multiple databases;

Coordinates the Superintendent, System Principal, Executive Officer(s), Associate Director and/or Director’s obligations to the Board and committees and external professional organizations:

Acts as a liaison between parents, members of the public, staff and external vendors as required;

Attends meetings at the request of the supervisor and takes minutes as required;

Executes tasks related to the coordination of special events, conferences, meetings, communications, boundary reviews and projects;

Books internal and external venues, arranges catering and adds events to Professional Learning;

Coordinates travel arrangements and accommodations;

Maintains a collaborative office environment focused on customer service;

Attends evening meetings and occasionally works on the weekend, work as required; and

Participates in ongoing professional development.

Qualifications:

A post-secondary diploma or degree with four or more years work experience in a related field is required as is experience working in a school office environment;

Proven technology skills in the use of productivity software (e.g. MS Office applications) and other online collaboration tools (e.g. G-Suite);

Ability to maintain the highest level of confidentiality while providing administrative support;

Excellent managerial and organizational skills with an ability to multitask;

Strong oral and written communication skills;

High emotional intelligence and strong interpersonal skills;

Customer service focus;

Highly effective time management skills with the ability to prioritize workload;

General finance and accounting principles;

Strong problem solving abilities; and

Ability to work independently and interdependently as part of a collaborative team.

Preference will be given to applicants who are:

Proficient in online and software applications such as Sparkrock, Aspen, iSYS, Staffing Plus, myReports and MVal;

Familiar with current educational issues, curriculum, and program at the local and provincial level, including Ministry of Education initiatives;

Familiar with understanding and interpreting Board Policies and Administrative Procedures;

Models a culture of equity and inclusion in support of student and staff well-being;

Orally proficient in more than one language.

Applications, along with your resume and other supporting documents must be submitted through Apply to Education - www.applytoeducation.com by 4:00 pm on Wednesday, October 23, 2024

Job Category: Management & Professionals - Job Code #3907610

We thank all applicants for their interest in opportunities with the Halton District School Board. Contact will be made with applicants whose experience and qualifications most closely match the requirements of the position. Communication with short-listed applicants will be made through the email address provided on the applicants’ Apply To Education profile page.

First consideration for posted vacancies will be given to qualified applicants from the employee group in which the vacancy occurs.

Applicant Self Identification Questions:

As part of the recruitment and selection function, the HDSB will collect voluntary self identification data from applicants in accordance with the Ontario Human Rights Code, HDSB’s Teacher Hiring Practices Administrative Procedure, HDSB’s Employment Equity Policy and Ontario’s Anti Racism Data Standards:

Personal information on this form is collected under the authority of the Anti-Racism Act, 2017, S.O. 2017, c. 15, in compliance with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56. In accordance with HDSB’s Employment Equity Policy, personal information collected on this form will aim to achieve an inclusive, diverse and representative workforce. It works to intentionally identify and remove barriers for equity-deserving communities at each stage of the hiring process. Encouraging diversity of the workforce in the school board is vital because the workforce should be reflective and representative of the community.

Although hiring policies must adhere to the qualification requirements set out in applicable Regulations (eg. Regulation 298, “Operation of Schools - General”) and any applicable collective agreement provisions, the Board recognizes the importance of the following when developing its selection and evaluation criteria:

valuing applicants’ additional experience, lived experience, skills, backgrounds and perspectives; and

granting first consideration, where the skills, ability, and qualifications of the applicants are relatively equal, to applicants who self-identify as members of historically under-represented communities.

We encourage you to respond to our voluntary applicant self-identification questions. This data will inform our understanding of the diversity of our applicant pool as well as the progress of applicants throughout the hiring process. This data will inform our goals, strategies and actions and our progress towards creating and sustaining an inclusive and equitable workforce. Any information that you provide in response to these questions will be referred to during the hiring process for this position, and will be shared with the hiring manager and/or committee members responsible for the hiring process.

The section includes questions from Ontario’s Anti-Racism Data Standards (Standards, 2017). The Standards were established to help identify and monitor systemic racism and racial disparities within the public sector. The Standards establish consistent, effective practices for producing reliable information to support evidence-based decision-making and public accountability to help eliminate systemic racism and promote racial equity (adapted from Ontario’s Anti-Racism Data Standards, 2017).

Questions about this collection may be directed to Elena Alamiie - Manager, Recruitment, Selection and Staffing at alamiiee@hdsb.ca

Accommodation:

Upon request, we will provide reasonable accommodations for candidates who have temporary or permanent disability, or who otherwise require accommodations based on the protected grounds highlighted in the Ontario Human Rights Code in respect to the recruitment and selection process.

Wellness:

The HDSB is committed to providing a respectful and healthy work environment.