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Support Services Coordinator, Senior School

2 months ago

Vancouver, British Columbia, Canada York Region District School Board Full time
Job Description

The York Region District School Board is seeking a highly organized and detail-oriented individual to fill the role of Administrative Assistant, Teaching and Learning Coordinator. This position will provide administrative support to the Assistant Director, Teaching and Learning, and will be responsible for a variety of tasks related to teaching and learning, including:

Key Responsibilities:
  • Providing administrative support to the Assistant Director, Teaching and Learning, including booking space and scheduling meetings with parents, teachers, and students.
  • Managing and maintaining data summaries, grade tracking, and analysis on report cards and transcript updates.
  • Providing teacher support with reporting activities.
  • Supporting the organization of professional development activities.
  • Supporting the course selection process, including data entry, course changes, course challenges, external credit entry, and language exemptions.
  • Acting as the primary liaison with the Ministry of Education and supporting ministry requirements, including academic record keeping, graduation assessments, student transcripts, and TRAX uploads.
  • Ensuring PSRs (permanent student records) are up to date.
  • Supporting the Administrative Assistant, Director of Senior School, in preparation of Grade 8 Admissions Assessment.
  • Coordinating MySchool Student/Parent Communications in Grades 8-12.
  • Supporting and providing coverage for the front desk when needed.
  • Supporting Career Education & Post-Secondary Counselling with the planning and logistics for events, including post-secondary visits, student workshops, career conferences, information evenings, etc.
  • Supporting the post-secondary application process, including the preparation and submission of transcripts, reference letters, and other supporting documents, as well as tracking applications and regularly updating the Admissions Officer Directory.
  • Acting as a primary liaison and overseeing all functions of Naviance, the CHS platform for career education classes and post-secondary applications.
  • Coordinating administrative tasks regarding all US and International Post-Secondary Application and work placement documentation and Canadian application documentation, including the preparation and submission of transcripts, reference letters, and other supporting documents, as well as the tracking of applications.
  • Creating and maintaining student files (transcripts, course planning, graduation checklist, questionnaires, research/application documents).
  • Supporting and scheduling family meetings for each Post-Secondary Counsellor.
  • Ensuring accurate documentation of post-secondary final decisions, and preparing reports and year-end analytics as needed.
  • Facilitating the running of reports for academic tracking and record-keeping of all senior students and identifying any emerging concerns.
  • Supporting students with their BCeID accounts.
  • Coordinating all Career Education & Post-Secondary Counselling department recharges, ordering, mailing.
  • Managing final school-issued grade 12 transcripts and Final BC Ministry Graduation transcripts.
  • Managing transcript requests from both current students and CHS Alumnae.
Requirements:
  • Previous experience in a fast-paced, professional work environment.
  • Previous experience in a school environment is an asset, with preference given to independent school experience.
  • A high degree of accuracy in database information entry and retrieval.
  • A high level of attention to detail, along with the ability to see the big picture.
  • Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) and Google suite.
  • Knowledgeable in the use of Google applications, including Google Drive and Gmail.
  • Strong organizational and time management skills.
  • Excellent written and oral communication skills.
  • Strong interpersonal skills and collaborative working style.
  • Willingness and ability to show care, warmth, and compassion towards confidential situations and sensitive matters that occur within the department.
  • Ability to adapt well to change, prioritize, and multi-task.
  • High level of professionalism, with an ability to work autonomously with minimal supervision.
  • Ability to work evenings and weekends on the rare occasion.
  • First Aid certification is an asset (willingness to undertake first aid certification is mandatory).