Administrative & Registrar Assistant

Urban Academy staff, students and families are connected through learning, inspired by community, and empowered to contribute as we work toward our vision of truly educating for tomorrow. We value future-focused education, belonging, the entrepreneurial spirit, and changemaking. A gender-inclusive JK–12 independent school, we are located in a beautiful facility in New Westminster, across the street from Braid Street Skytrain Station.We are seeking an experienced and organized Administrative & Registrar Assistant to serve as the cornerstone of our school’s administrative operations. The ideal candidate is warm, professional, and detail-oriented – someone who thrives in a fast-paced educational environment and enjoys supporting students, staff, and families alike.Key ResponsibilitiesAdministrative Assistant:Greets and assists students, parents, staff, and visitors in a professional and friendly manner, ensuring they sign in/out and follow school security procedures.Answers and directs phone calls and emails; manages incoming and outgoing correspondence efficiently.Ensures smooth coordination between academic, admissions, and business office functions.Coordinates schedules, meetings, and appointments for school leadership.Assists with the preparation of documents for meetings, such as agendas and minutes.Helps coordinate logistics for school events and functions.Prepares and distributes school communications such as newsletters, notices, and announcements.Manages databases, student information systems (SIS), and online administrative tools.Generates and analyzes administrative reports as needed.Develops, documents, and improves administrative systems, policies, and workflows.Coordinates travel, schedules, and logistics for leadership or board meetings.Assists with new staff onboarding and maintains HR-related administrative records.Serves as one of the first aid contacts (with training).Supports emergency preparedness drills (fire, earthquake, lockdown) and maintains related documentation.Assists the Board of Directors with policy work, meeting organization, and calendar support.Oversees the busing service. Liaises between families and the bus lines. Provides families with information regarding bus routes, times, and pricing. Manages late buses.Other administrative duties as requiredAssists the Registrar:in preparing accreditation or inspection documents for the BC Ministry of Education or Independent School Associations (e.g., FISA, CAIS)with Ministry Reporting and student recordsmaintaining the student information system (MySchool)Qualifications and characteristics3–5 years of office and administrative supportExcellent interpersonal skills and a great team playerStrong data management, administrative, and customer service skillsHigh attention to detail with great prioritizing and organizational skillsAbility to communicate sensitively, tactfully, diplomatically and professionally both verbally and in writing, with staff members, students, parents and outside community membersAbility to adapt well to changeProficiency, or the ability to be trained, in various computer applications and database management, including Google Suite.Please visit our website (www.urbanacademy.ca ) to learn more about UA’s wonderful school life and see if this is the type of work environment that you feel you could thrive in and contribute to. At Urban Academy, we are committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers, from BIPOC (black, Indigenous, and people of colour), persons with disabilities, and 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability, we will work with you to make reasonable workplace accommodations that you may need to support your optimal work performance.Competitive Compensation at a salary range of $55,000.00 to $65,000.00 based on experience and qualifications. Salary is inclusive of vacation pay.Open and collaborative cultureMatching RRSP programNewly built, inspiring campus settingClose to Braid Sky Train StationWe thank all applicants in advance for their interest; however, only shortlisted candidates will be contacted. No phone calls or drop-ins, please. Please email your cover letter and resumé to careers@urbanacademy.ca #J-18808-Ljbffr