Receptionist & Administrative Co-ordinator

5 months ago

Toronto, Canada Bishop Strachan School Full time

**Receptionist and Administrative Co-ordinator**
- Permanent - Full Time- On-Site- Annual Salary Range: $48,000 - $53,000**APPLY NOW**

For over 155 years, The Bishop Strachan School has been helping talented girls become fearless women who are able to navigate the world with intellectual curiosity, agility, and compassion. Our history is bound up with our bold mission - to "inspire girls to be fearless; educate them to be leaders" - and we continue to do that today.The Receptionist and Administrative Co-ordinator is the first point of contact for students, staff, families, visitors and service providers arriving at BSS. As such, it is expected that the Receptionist will meet, greet and direct all arrivals in a warm, friendly, professional and efficient manner, ensuring that all needs are appropriately handled. They will work closely with the Athletic Director to ensure timely and efficient scheduling and coordination of transportation for athletic teams. They will also be responsible for tracking invoices and supporting all school transport needs. This position works in a procedural, collaborative manner with faculty, students, parents, and staff in keeping with the school’s vision, philosophy, and strategic plan.**Specific Accountabilities**
- Reception and Transportation_- Provides professional, friendly help and direction to members of the BSS community and the public-
- Answers the main phone lines, actively monitors activity on Sign In app and verifies guest identification with the BSS employee they are visiting-
- Answers the main phone lines-
- Ensures the reception area is always inviting and presentable-
- Acts as gatekeeper for the safety of community members upon entrance-
- Has an in-depth knowledge of school’s Crisis Management protocols-
- Helps to execute crisis management protocols during evacuations and drills-
- Works closely with Athletic Director to ensure timely and efficient scheduling and coordination of transportation for athletic teams-
- Coordinates and manages Athletics transportation process spreadsheet that is accessible to all office staff members-
- Administers the invoicing of all school transport needs, including for athletic teams-
- Arranges all transportation for field trips and other events for the entire school- General_- Handles the outgoing courier and all transportation processes, including scheduling and invoice reconciliation-
- Works with Enrolment to ensure prospective students and families successfully attend tours and interviews-
- Develops processes and systems - orders, codes and reconciles taxi chits-
- Supports VP Student Life and Belonging with calendar management, visa reconciliation, faculty growth meeting coordination, support with social events planning and other duties as assigned-
- Books and arranges travel, transport, and accommodation for the VP, Student Life & Belonging-
- Supports the school with speakers, events and conferences as needed by the VP-
- Trained on Middle and Senior School attendance as backup during school year-
- Is present and working during Summer Academy to support the Director, monitor student absences and sign outs for Summer Academy (All of July for credit courses and a week in August for skills camps)-
- Provides administrative support such as electronic calendar maintenance, filing and preparing correspondence, as well as event-related support to the members of the Front Office team-
- Performs routine administrative functions as required, such as correspondence preparation, scheduling, mailings, mail, and maintaining electronic files-
- Has an in-depth understanding of the daily routines and special events at the school-
- Keeps Fire Drill attendance lists up to date with student additions and withdrawals-
- Organizes supply teachers collaboratively with other divisions-
- Participates in the academic administration coverage schedule-
- Documents academic administration processes in this role and shares with other academic administration for cross training purposes-
- Provides cross training to other academic administration and also learn other academic administration team functions-
- Collaborates and communicates between the three school divisions to ensure consistency and standardization of administration processes, for example student attendance, student records, and bus transportation-
- Collaborates on event planning with others across the school-
- Centralizes data storage to be accessible for all division**Skills, Experience and Attributes**- Receptionist experience, ideally in an educational environment-
- Outstanding focus on customer service-
- Excellent interpersonal skills, both in person and over the telephone-
- Professional and reliable at all times-
- Proven ability to be vigilant with respect to security issues-
- Demonstrates tact, diplomacy and patience-
- Proven ability to exercise good judgment and make split-second decisions-
- Experience with Google Suite and Microsoft Office-
- Competence in

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