Description
We are currently seeking a part-time?Office Administrator. The school is not open on statutory holidays, Christmas Break, or Spring Break. This position would be 0.5 FTE, for three months, with the possibility of extending the position for the right candidate. It is a salaried position with extended health benefits, paid sick time, and paid time off.
The ideal candidate is looking to work in a family-oriented, team-centric environment and is open to a fun and social experience on an amazing team. The successful candidate will have a strong work ethic and the ability to multitask. We are looking for someone who is kind, friendly, and empathetic.
The successful candidate will have/be:
Advanced training/skill in Microsoft Office Suite (especially Word/Excel)
Experience with/or willingness to learn MyEd Student Management System
Experience with applications such as Mail Chimp, Sign-Up Genius, Google Calendar
Proficient with Outlook mail/calendar management
Standard First Aid CPR C, or willingness to receive training
Highly organized
Detail oriented
Strong working memory
Calm under pressure
Maintain privacy/discretion
Can thrive in a busy office, with the flexibility to juggle competing priorities, constant interruptions, and pivot as needed
You will be working with a team of two other full-time office administrators to execute the roles and responsibilities outlined below.
Role and Responsibilities of Office Staff
Executive support:
Assistance with and submission of Ministry of Education School Data Collection Forms 1601, 1602
Submission of MMA Board Societies Registration
Formatting and editing of handbooks and other policy documents
Registrar:
Create and update prospective student information brochures
Create, update, and accept prospective student application forms
Organize student selection visits, and send via email offers of acceptance
Submit records requests for incoming students
Mail student records for outgoing students
Registering students in MyEducation BC
Managing student academic records:
Maintain record management systems in accordance with policies outlined by the school and the Ministry of Education
Application for Personal Education Numbers
Enter student courses into MyEd
Provide timely information to the Ministry of Education for reporting purposes with MyEd downloads
Registering students for Provincial high school graduation assessments
Posting, printing, distribution and filing of report cards Preschool to Grade 12
Update student records for incoming and outgoing student files
Maintenance of student record archives and scheduled shredding
Generates reports as mandated by the government for information or funding purposes
Financial Responsibilities:
Liaise with Financial Comptroller
Update and submission of Ministry School Data Collection Form 1701
Prepare receipts and donation tax receipts as required
Accept cash and cheques, write receipts
Collection and management of student personal and medical information:
Collect and track student health information
Compile medical alerts information (e.g. anaphylaxis/seizure disorder)
Provide Office Administration Support:
School Calendar Management (Outlook/website/hard copy/newsletter)
Design, composition, and distribution of weekly school newsletter
School supply order
Design and creation of the yearly family and staff directories
Liaise with uniform company and uniform list management
Reception duties
Daily attendance reconciliation
Provide teacher/staff/student/family support:
Assistance with colour printing, photocopying, and general copier use
Disseminating information to families via email on behalf of teachers (e.g. field trip notices, class newsletters, etc.)
Creation of high school course selection forms
Provide monthly attendance sheets for attendance record keeping
Provides first aid assistance to students and staff in case of injury or illness
Set-up and schedule parent-teacher talk appointments
Information Technology Support
Office 365 teacher support
Coordinating assistance with Blackman Support if needed
MyEd access setup/support
MMA Parent Group Support
Creation and dissemination of MMAPG information via email
Assistance with printing/copying
Advertising of monthly MMAPG meetings in newsletter and via email
If you think you are the right person for this job, please submit your resume & cover letter to Miss Christine, Principal. We thank all interested applicants, but only those shortlisted for an interview will be contacted.
