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Administrative Assistant

3 months ago

Vancouver, British Columbia, Canada York House School Full time

Administrative Assistant

Start as soon as possible

Working at York House School


York House School is a vibrant and close-knit school community where people feel valued, engaged, and connected to the school.

All Staff contribute towards our rigorous and innovative programs that enable our Yorkies to develop knowledge, skills, and global competencies to succeed in the world beyond our doors.


About this Role


The Administrative Assistant provides administrative and organizational support to the Senior School and will report to the Director of the Senior School.

This role involves interacting with and providing assistance to students, teachers, parents and other visitors in person and over the phone and performing administrative and office support activities.

As this position represents administrators, positivity, professionalism, discretion, discernment, and confidentiality are necessary for privacy, maintaining trust and sustaining thriving community relations.


Responsibilities
The Administrative Assistant's role includes managing the front desk and foyer of the Senior School.

The position entails being abreast of the daily activities and events of the school and the daily operations, which includes greeting and guiding all visitors to the school, and manage a comprehensive phone system, answering and directing all incoming calls while ensuring the highest degree of professionalism is always maintained.


  • Manage various communication, including daily announcements, digital or written, bulletin/screen updates, website updates, and other timely and effective communication as determined to be helpful for staff, students or visitors etc., as needed
  • Student Records Management tasks include ensuring that our student data is accurate and entered timely into our student database system. In addition to accurate daily attendance entry and tracking, prepare student data reports and lists for various uses. Ensure that record keeping complies with the annual Attendance Audit preparation for the Ministry of Education.
  • Supply and equipment monitoring includes ordering stationery supplies, photocopier maintenance, secure shredding, etc.
  • Health and Safety of students includes maintaining an equipped and ready first Aid Room, monitoring students when necessary, and providing ice packs, bandaids and other first aid items. Maintain and organize signout by teachers, visitors, students, and trip leaders and ensure the return. Call parents on behalf of students who are ill.
  • General office and operational duties include updating and preparing paper and digital schedules for students and staff, processing incoming and outgoing mail, organizing courier package pick up and delivery, maintaining the internal office mailbox, distributing other communications as needed, etc.
  • Various administrative tasks arise throughout the school year, including organizing activities, collecting and recording data, maintaining items or supplies, creating and updating schedules, and collecting and filing student and parent policy signatures. Assist and manage 3rd party contractors who annually visit the school, such as photographers, nurses, etc. In addition, there is general housekeeping, liaising with and assisting the parent association, monitoring students, relaying information and messages, setting meetings, filing, and organizing lost and found items.
  • Manage visitor entry and movement, which includes preparing signin sheets, badges, notices, cleanliness of foyer etc. Manage the records and tracking of Emergency procedure updates and the safety of staff and students, including attendance tracking of students, early dismissal and signout tracking, etc. Participate in and demonstrate understanding of Emergency Drill activities.
  • Calendaring responsibilities include preparing a weekly SS events calendar, booking appointments, creating yearly calendars of schedules or timetables, etc.
  • Update the Reception Desk Manual regularly with procedure changes and additions
  • Other duties as assigned and ad hoc requests as they come in from Administrators

Qualifications, Knowledge, Skills and Abilities

  • Completion of postsecondary education (degree, diploma, certificate required)
  • 35 years of previous administrative experience, preferably in an educational institution
  • A high level of attention to detail in a fast paced environment where interruptions are frequent
  • Computer Literacy: previous experience conducting mail merges required; previous contact management/database experience is an asset; quick learner of new and various types of software. Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint), as well as proficiency with Mac, google docs, forms and sheets, Gmail and calendars
  • Welcoming, approachable and cheerful demeanour
  • Strong organizational and time management skills
  • Excellent problemsolving abilities, takes initiative and is proactive
  • Flexible ability to adap