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Administrative Assistant

3 weeks ago

Markham, Canada Unionville College Full time

Unionville College is searching for an Administrative Assistant who is interested in working at an exciting and dynamic environment that offers a challenging pace, involving multi-tasking and supporting a variety of executive administrative functions, are suitable for this position. This position reports directly to the Administrator, and is responsible for a wide variety of administrative office duties. Duties include general office activities, greeting and screening visitors, answering and referring inbound telephone calls, scheduling meetings for the Administrator, supporting teachers with various tasks, bookkeeping and payment management as well as liaising with students in need of assistance.

In this central role, the Administrative Assistant is the first point of contact and is instrumental in providing customer service to students, parents, employees and external visitors to the School.

**Key Responsibilities include**:

- As the first point of contact in the School, present a professional and courteous image of the staff to provide client and customer support to all members of the community
- Provide immediate response to urgent requests (e.g. first aid, or maintenance staff);
- Switchboard operation, and screening of calls to relevant faculty and staff
- Working to update necessary changes in the School database and the inputting and removal of new and retired students, respectively; in charge of ONSIS submissions and reporting
- Checking attendance logs submitted by teachers for unidentified absences and following up with families each morning
- Establishing, organizing, and maintaining files, records, and reports
- Manage the collection, processing, and bookkeeping of payments from families for various school activities, programs, and services.
- Handle financial transactions, ensuring accuracy and timely processing.
- Collaborate with relevant departments to ensure financial records are up-to-date and accurate.
- Track reception supplies and maintain inventory;
- In charge of the administration of after school programs and field trips/excursions/visitors, etc.
- Provide general administrative assistance to staff as assigned, including coordinating meetings and preparing meeting support packages;
- Coordinate and manage the registration and re-registration of new and returning families, respectively
- Assisting with school special events including assemblies, photo days, and helping with large mailings
- Responsible for sending and receiving courier packages as required, as well as ordering and tracking deliveries
- As a front-of-the-house worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions

**Knowledge, Skills and Experience**:

- High School diploma or GED is required, with post-secondary training an asset **Minimum 3 year experience in an Administrative Assistant role **(essential)
- **Minimum 1 year experience** in a **school environment **or demonstrated record of motivation to work with children (essential)
- Strong knowledge of general office procedures
- Proficient at bookkeeping and general knowledge of accounting practices
- Strong written and verbal skills with demonstrated ability to be able to communicate with precision **Professionalism, composure and excellent manners**:

- Flexible attitude and teamwork orientation
- Proven, tried-and-true techniques for organizing files and information
- Ability to learn quickly and multi-task in a fast-paced work environment
- Expert knowledge with Microsoft Office Suite (Outlook, Word, Excel), SharePoint and Google Suite (Docs, Sheets, Slides, Drive) with an ability and desire to learn new technologies

We thank all applicants in advance. Only those selected for an interview will be contacted. UC is an equal opportunity employer and will make accommodations upon request to enable applicants with disabilities to engage in all parts of the recruitment and selection process.

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- RRSP match

Schedule:

- 8 hour shift
- Monday to Friday

Application question(s):

- Do you have bookkeeping experience?

**Experience**:

- Administrative: 3 years (required)

Work Location: In person