Overview
Administrative Assistant JK-12 Jobs in Victoria at St. Margaret’s School
Administrative Assistant, Principal JK-12
Regular
Internal/External Posting
Posting Date: April 6, 2024
Closing Date: April 14, 2024
Posting # 2024020
Hours
Monday-Friday, 37.5 hours per week.
8:00 am – 4:00 pm
10 ½ month annual schedule
Beginning April 29, 2024
Salary
Starting wage of $29.78 per hour. Increasing to $30.67 effective July 1, 2024. Salary Range as of July 1, 2024 of $30.67 – $32.20 per hour, depending on years of service at SMS.
This is a bargaining unit position, in the Professional Employees Association.
All candidates must be legally able to work in Canada.
Summary
St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7–12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Program.
Reporting to the Principal, JK-12, this position is a key link in the smooth and efficient coordination of daily operations and communication in the school. The Administrative Assistant, JK-12 will provide a wide variety of clerical support to school administration. This includes coordinating and communicating JK-12 school office activities, maintaining Junior and Senior School records as necessary, greeting visitors, answering, and referring inbound telephone calls, and as appropriate, scheduling appointments. As well as ordering supplies, assisting with events, creating various documents, reports and presentations, and other duties relevant to the position.
Core Competencies
Integrity & Trust
Service Orientation
Adaptability
Innovation
Resilience
Professional Knowledge
Communication & Collaboration
Duties and Responsibilities
As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
Respond to telephone, email, and in-person inquiries from clients, staff/students’, families, business partners, and other parties. Refer inquiries to the appropriate individuals or departments across the organization as required.
Assist in the report card process each term, including preparing schedules, editing report cards, and uploading ELL/IEP reports.
Prepare and edit communications to parents, and or teachers as requested by the Principal.
Coordinate the logistical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events; ensure event forms and information is shared with other necessary departments; ensure the appropriate presentation equipment is onsite.
Assist in the organization of parent/teacher interviews, student lead conferences, IEP meetings and other events as needed.
Assist and comfort students with minor injuries or illness, contacting parents to pick up or to inform them of the injury/illness.
Ensure that medication forms are filled in if students are needing over the counter or prescription medications distributed throughout the day.
Ensure the timely completion of forms, letters, reports, memos, presentations, and various school documents as requested.
Liaise with departmental and with other organizations and associations on behalf of the Principal, JK-12.
Assists with the maintenance of student records, including daily attendance, updating contact information for families, always ensuring accuracy.
Maintain and update full school calendar, as required.
Maintain Emergency data/records, assist with evacuation procedures for emergency drills and in the event of an emergency.
Organize, maintain, and coordinate office records and files in their proper locations.
Administer and manage inbound/outbound mail, packages and other correspondence.
Organize and maintain the reception, kitchen, and copy room areas, including monitoring supply levels and placing orders as required.
Maintain a high level of confidentiality in all interactions.
Other duties, relevant to the position, shall be assigned as required.
Required Education & Experience
Office Administration Diploma, or equivalent combination of training, education, or experience.
Minimum 3 years’ experience as a Secretary or Administrative Assistant.
Experience working in an educational environment is an asset.
Experience with student information systems an asset.
Experience with evacuation procedures for emergencies an asset.
Successfully obtain a Ministry of Justice criminal record check clearance.
Required Knowledge, Skills & Abilities
Experience, sensitivity, and awareness of working within a community that values diversity, equity, and inclusion.
Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and the ability to use discretion and good judgment, maintain a positive and professional relationship with children, parents, staff, Administrators, external agencies, and the public.
Excellent writing and oral communication skills, proofreading and the ability to pay close attention to detail in all areas of work.
Proven ability to identify, assess, and analyze issues and utilize problem-solving and decision-making skills as necessary to provide efficient and effective services.
Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines, and ability to take initiative and follow standard business practices.
Proven ability to work cooperatively as part of a team and when assigned, provide guidance to others supporting special projects and events.
Computer literate and proficient use of various office-based software including Microsoft Office (Intermediate level – MS Word and MS Excel), and Google Suite and proficient with office related technology, typing and data entry skills.
Proven ability to maintain meticulous records, paper and electronic filing systems and basic data management.
Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
Demonstrated experience in dealing with and maintaining a high degree of confidentiality and sensitivity.
Flexibility and adaptability to assess needs and provide assistance as needed.
Actively support the vision, mission, and values of the school.
Valued Benefits
A career with St. Margaret’s School will offer you the opportunity to be part of dedicated team of professionals in a dynamic and rewarding educational environment. This position is located on the school campus, with access to rapid transit, on-site gym, and other amenities.
St. Margaret’s School emphasizes a dedication to equity, diversity, and inclusion across living, learning, and work environments. The school aims to have its workforce mirror the diversity of students and the community. Actively encouraging applications from groups facing historical or current equity barriers, the institution is committed to fostering an equitable, diverse, and inclusive community. Employees needing employment support, technical aids, or accommodations, are encouraged to contact Human Resources [email protected].
Interested candidates are invited to submit an application package, including a covering letter, curriculum vitae and professional references, through Bamboo HR, by April 14, 2024, to:
Questions email [email protected]
Title: Administrative Assistant JK-12
Company: St. Margaret’s School
Location: Victoria
