Office Assistant

WHY WORK WITH THE CISVA - Work in a faith-based and culturally diverse school environment - Competitive salary and excellent Benefits Package, including CPP, Extended Medical, Dental - Schools located throughout the Greater Vancouver Area and Powell River, close to the beauty and adventure that British Columbia has to offer - If you live outside of the Greater Vancouver Area, learn more about claiming moving expenses on your next tax return on the Government of Canada website. ABOUT In line with St. Thomas Aquinas Regional Secondary ’s school motto, "Direct Me in Your Truth”, our school focuses on providing our students with the tools to lead productive moral lives. We purposely focus on educating the “whole person”: academically, spiritually, physically, emotionally, and socially. Our school has a Catholic atmosphere, centered in the Gospel Message of Love. This Catholic atmosphere inspires a deeper understanding of our Catholic heritage, instills a spirit of service, respects the dignity of the individual, and promotes involvement in parish life for students, staff, and parents. Our school is in the beautiful and scenic city of North Vancouver, near a myriad of shops, art galleries, dining, parks, hiking trails, and the bustling Lonsdale Quay Market. Other popular sites and attractions in the North Shore include Deep Cove, St. Mark’s Summit, Quarry Rock, and the Grouse Grind. The following qualifications are required: - Strong communication skills - Excellent knowledge of MS Office and Blackbaud/Raiser’s Edge database (or equivalent) - Experience working with a Student Information System, preferably myEd BC - Proven organizational skills - Detail-oriented individual with a high level of accuracy - Proven multi-tasker, comfortable in a dynamic environment - Ability to work with a high level of distraction - Able to maintain confidentiality Please send your resume to the attention of: Christina Donovan, Office Manager A. COMMUNICATIONS -RAISER’S EDGE & STA NEWSLETTER 2. Be familiar with social media platforms: Instagram and Facebook B. ENROLLMENT/REGISTRATION 1. Assist Office Manager with registration and verification within myEd BC for new and returning students. C. TRAX 1. Prepare and submit electronically Trax data (demographic/exam/course files) for grade 10, 11 & 12 students to BC Ministry of Education during 3 reporting periods (October/February/June), and as needed for individual students a. Update student historical records in myEd BC for any courses taken outside of STA (summer school, on-line, etc.) 2. Download updated version of Trax (usually end of September) each reporting year 3. Download & print Provincially Examinable assessments (Numeracy & Literacy). Store paper copies in appropriate binder 4. Liaise with senior academic counsellor regarding grade 12 student graduation requirements and ensure all pertinent records are reports and archived 5. Prepare Transcript Verification Reports (TVR’s) for grade 12 student to review. This will be coordinated with the senior academic advisor at the end of September or beginning of October, depending on the school schedule. D. FIELD TRIPS- FORMS AND VEHICLE RENTALS 1. Book STA school bus for school trips as needed. Review all requests with the Principal before confirming availability with requesting individual (teacher or sports team coach). 2. Book and coordinate rental transportation; buses, trucks, cars and taxi’s for field trips and sports teams-particularly for grade level retreats and Kiwanis music festivals 3. Prepare and store field trip permission forms-archive for 7 years 4. Manage ICBC Drivers Abstracts for staff and parents who drive students for school purposes-archive all paperwork for 7 years E. STA SCHOOL BUS 1. Report to RCAV all STA bus repairs and vehicle inspection reports 2. Store ICBC fleet insurance documents 3. Co-ordinate bus bookings with teachers/coaches. Utilize the school bus with driver as much as possible. Other bus can be used if needed: F. MAILINGS 1. Prepare and mail out invitations to invited guests for Grad mass and Commencement (May) G. BOOKKEEPER OFFICE 1. Prepare reports for bookkeeper as required (Monthly enrollment stats, annual tax receipts) H. CALENDAR 1. Prepare June working calendar for staff with information received from administrators. I. EXAM SCHEDULES 1. Prepare and print exam schedules for students and parents with data received from Administration - twice yearly in January & May 2. Print invigilation schedule from data received from Mr. Horton-twice yearly in January & May J. STUDENT RECORDS 1. Retrieve files from archives regarding transcript or other historic record requirements 2. Prepare student transcripts if needed K. TELEPHONE/RECEPTION 1. Answer telephone calls as needed 2. Assist at window as needed L. STUDENT RECORDS 1. Retrieve archived student files from convent when requested. APPLICATION PROCESS 1. Create your Make a Future profi