Campus Administrative Assistant

2 weeks ago

Richmond Hill, Canada Spirit of Math Schools Inc. Full time

About this role
With over 30 years of success, Spirit of Math is an innovative leader in after-school mathematics education for high-performing students. Located at more than 40 campuses across Canada. From our after-school classes and campuses to our expanding series of math workbooks and training for educators, Spirit of Math is changing the equation for inquisitive minds around the world.
The Administrative Assistant is responsible for the smooth functioning of the Spirit of Math office at our campus. They provide information, liaise with and generally support Spirit of Math staff, parents, and students.
Personal Qualities
As this is often the first person who clients talk to and the first person clients see when they visit a large campus, this person must have excellent interpersonal skills. Their time management, relationship management, social skills and organizational skills are superb. They excel and enjoy building trust by effectively supporting others. They are detail-oriented in performing administrative work and other assigned tasks. They are “go-getters” and precise with their work.
Skilled Knowledge & Experience
This position entails people who have had experience in the office environment or school environment where working with people and organizing were key elements to their job. This individual will be skilled at juggling multiple priorities. They will have the ability to provide an exceptionally high level of customer service to Campus Principals, Teachers, parents, students and other individuals who contact or visit the head office.
Education
A degree or diploma from a recognized college or university would be considered an asset however not required for this role.

Accountabilities & Responsibilities
The Administrative Assistant will report to the Campus Principal and is accountable for all the following:
Communication and Marketing
- Assist with ensuring excellent customer service to ensure client satisfaction
- Assist the Campus Principal with students seeking tutors and potential tutors and tracking the information
- Actively build relationships with parents
- Assist in marketing events internal and external events for the Spirit of Math community
- All administrative assistants supporting temporary locations are to support the Campus at a campus location at least once a week
- Assist with printing all in house marketing material
- Assist with grand openings

Clerical Support
- Provide high quality office and clerical support to Campus Principal
- Communication and clerical support for teachers as needed
- Communication with other administrative assistant staff in other campuses and Head Quarters as needed
- Organize and file all student and campus information
- Assist with organizing student handouts
- Provide clerical support during non-campus workdays

Campus Facilities and Office Maintenance (Permanent Location and Temporary Locations)
- Ensure brand standard compliance for office maintenance
- Assist with ensuring that all the furniture and supplies are ready for classes 3 weeks before classes start
- Assist with end of year clean up with brand standard compliance.
- Create processes and systems to ensure the cleanliness and order of the campus facility
- Maintain the facility in a clean, orderly state.

Systems and Regular Cycles
- Inform Campus Principal(s) of the details of all orders for supplies to ensure accurate bookkeeping
- Draft and update policies and procedures for the office administration of the campus as necessary
- Assist in the printing and organizing of report cards and end of year certificates.
- Assist with maintaining accurate inventory journals during the school year and assisting with the end of year inventory
- Student Registrations and Data Base
- Maintain an up-to-date Spirit of Math CRM
- Manage the consolidated registration list for all math contests and the associated deposits
- Assist with the administration of special campus events Process student withdrawals
- Maintain the database of student information during the school year

Cash Management
- Assist with weekly and large deposits as requested by the Campus Principal and the finance department
- Ensure deposits are reviewed by Campus Principal, before they make the deposit, as part of proper cash management practices
- Maintain petty cash and all appropriate documentation for the Campus Principal
- Organize and secure any payments for Spirit of Math.

To promote cooperation, inspire confidence, and release the genius in every child.

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