Administrative Assistant Jk-12

6 days ago

Victoria, Canada St. Margaret's School Full time

**Administrative Assistant, Principal JK-12**

**Regular**

**Internal/External Posting**

**Posting Date: April 6, 2024**

**Closing Date: April 14, 2024**

**Posting # 2024020**

**Hours**

Monday-Friday, 37.5 hours per week.
8:00 am - 4:00 pm

10 ½ month annual schedule
- Beginning April 29, 2024_

**Salary**

Starting wage of $29.78 per hour. Increasing to $30.67 effective July 1, 2024. Salary Range as of July 1, 2024 of $30.67 - $32.20 per hour, depending on years of service at SMS.
- This is a bargaining unit position, in the Professional Employees Association._

**Summary**

St. Margaret’s School (SMS) is Western Canada’s only girl-centered, independent day and boarding school located in Victoria, British Columbia, Canada on the unceded traditional territories of the Esquimalt Nations, Songhees Nations, and W̱SÁNEĆ Nations. Founded in 1908, SMS is an international centre for girl-centered learning and leadership development, providing empowering education for girls from Junior Kindergarten to Grade 12 (boarding grades 7-12). St. Margaret’s School is an International Baccalaureate (IB) School offering the Diploma Program.

Reporting to the Principal, JK-12, this position is a key link in the smooth and efficient coordination of daily operations and communication in the school. The Administrative Assistant, JK-12 will provide a wide variety of clerical support to school administration. This includes coordinating and communicating JK-12 school office activities, maintaining Junior and Senior School records as necessary, greeting visitors, answering, and referring inbound telephone calls, and as appropriate, scheduling appointments. As well as ordering supplies, assisting with events, creating various documents, reports and presentations, and other duties relevant to the position.

**Core Competencies**
- Integrity & Trust
- Service Orientation
- Adaptability
- Innovation
- Resilience
- Professional Knowledge
- Communication & Collaboration

**Duties and Responsibilities**
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Assist in the report card process each term, including preparing schedules, editing report cards, and uploading ELL/IEP reports.
- Prepare and edit communications to parents, and or teachers as requested by the Principal.
- Coordinate the logístical aspects of departmental programs, such as meetings, seminars, workshops, special projects, and events; ensure event forms and information is shared with other necessary departments; ensure the appropriate presentation equipment is onsite.
- Assist in the organization of parent/teacher interviews, student lead conferences, IEP meetings and other events as needed.
- Assist and comfort students with minor injuries or illness, contacting parents to pick up or to inform them of the injury/illness.
- Ensure that medication forms are filled in if students are needing over the counter or prescription medications distributed throughout the day.
- Ensure the timely completion of forms, letters, reports, memos, presentations, and various school documents as requested.
- Liaise with departmental and with other organizations and associations on behalf of the Principal, JK-12.
- Assists with the maintenance of student records, including daily attendance, updating contact information for families, always ensuring accuracy.
- Maintain and update full school calendar, as required.
- Maintain Emergency data/records, assist with evacuation procedures for emergency drills and in the event of an emergency.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Administer and manage inbound/outbound mail, packages and other correspondence.
- Organize and maintain the reception, kitchen, and copy room areas, including monitoring supply levels and placing orders as required.
- Maintain a high level of confidentiality in all interactions.
- Other duties, relevant to the position, shall be assigned as required.

**Required Education & Experience**
- Office Administration Diploma, or equivalent combination of training, education, or experience.
- Minimum 3 years' experience as a Secretary or Administrative Assistant.
- Experience working in an educational environment is an asset.
- Experience with student information systems an asset.
- Experience with evacuation procedures for emergencies an asset.
- Successfully obtain a Ministry of Justice criminal record check clearance.

**Required Knowledge, Skills & Abilities**
- Experience, sensitivity, and awareness of working within a community that values diversity, equity, and inclusion.
- Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and the ability to use discretion and good judgment, maintain a positive and professional relationship with children, parents, staff, Administrators, external agencies, and the public.
- Excellent wr

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