Day School Office Assistant

3 weeks ago

North York, Canada Havergal College Full time

We are seeking an individual who is aligned with our core values and reflects our core competencies to join our faculty & staff as the **Day School Office Assistant**. This is a full-time position.

**About Havergal**

Founded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canada’s pre-eminent independent schools for girls from Junior Kindergarten through Grade 12. At the forefront of women’s education for over 125 years, Havergal offers a contemporary liberal arts education and is rooted in the Anglican tradition. Havergal’s mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.

**The Position**:
Reporting to the Day School Office Coordinator, the Day School Office Assistant is responsible for ensuring daily operations within the Day School Office (DSO) are running efficiently. This position will support the DSO Coordinator managing the school activities and projects ensuring it offers the best service to faculty, staff, students and parents.

**Specific Accountabilities**:
**Faculty Coverage and Related Tasks**
- Coordinate supply teacher and on-call coverage, including but not limited to: managing coverage requests from faculty; equitably assigning on-call duties; scheduling and managing supply teachers; accurately entering on-call and supply teacher data into the school database; completing data integrity checks to ensure accurate supply teacher payroll; addressing any staffing concerns or issues with the coverage process with the Vice-Principal Teaching and Learning

**Attendance and other Student-Related Tasks**
- Track and follow up on student attendance records and class attendance for every block; monitor student sign-in and sign-out; track and input student absences, late arrival and early dismissals in the Day School Office.
- Ensure faculty complete their class attendance in a timely manner every period.
- Resolve any discrepancies in daily student attendance records by monitoring the Unexcused Absences and Lates, and Late Arrivals queries in Veracross throughout the day.
- Produce student attendance reports as requested.
- Assist with the coordination of the evacuation drills.
- Assign faculty duties such as lunch duty.
- Back to school duties such as assigning and maintaining accurate student locker records
- Ensure all data relevant to teaching such as room allocations, teaching blocks, and timing are accurately reflected on Veracross.

**Test or Exam-Related Duties**
- Support the administration of tests and exams, working with various data sets to pull relevant reports to organize and track information. This requires working with multiple departments and corresponding specific needs as they relate to the College.

***Other Daily or Cyclical Tasks**
- Event support such as graduation, parent teacher conferences etc.
- Manage communication from faculty, staff, students, and parents; redirect as required and follow-up as necessary.
- Prepare and manage daily announcements.
- Maintain and keep up-to-date information and notices on the bulletin boards in the staff room and outside the DSO.
- Provide absence coverage for the Upper School and Junior DSO Coordinators

**Qualifications, Knowledge and Experience**
- Post-Secondary Education
- Strong technical skills and ability in Microsoft and Google specifically MS Excel spreadsheets
- Experience in the use of online databases in education
- Fluent in data management and integrity
- Keen attention to detail
- Ability to develop and maintain positive communication and relationships with the College community
- Problem solver, analytical, proactive, anticipating needs of the College community.
- Demonstrated ability to juggle competing priorities in a fast-paced environment
- Experience with delivering multiple work streams simultaneously
- Able to deal directly with facility end-users and interpret requests
- Self-motivated with a strong desire to provide excellent service
- Committed to continuous professional development

**Demonstrated ability and commitment to the Core Competencies of;**
- Inclusive Excellence
- Collaboration & Teamwork
- Integrity & Trust
- Learning Agility
- Communication
- Growth Mindset

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