School Admin Assistant

District Overview

Driven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here. Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world. Our staff of over 1,300 caring professionals are here to make dreams turn into reality.

Current Shift: 8:15am
- 3:45pm Monday to Friday

(Includes 1/2 hour unpaid lunch)

10 months per year while regular classes are in session

Pay Rate: $27.06

POSITION

School Administrative Assistant

SUMMARY

Under the direction of the School Administrator, manages the office operations in a secondary school. Supervises clerical employees and monitors and reconciles school budget information.

DUTIES

Supervises clerical employees

Provides recommendations on office administration and school policy issues

Develops and implements processes for major school projects (e.g. Grad, Awards, Course Selection, Emergency procedures, Scholarships)

Assists with graduation planning and preparation

Maintains grad lists and liaises with grad co-ordinators and parent after-grad committee

Problem solves employee/parent/student issues as they arise and consults with Administrator

Answers, responds to and troubleshoots inquiries from staff, students, agencies and the public

Coordinates, prepares and updates student and staff information, etc.

Updates and oversees school website, ensuring all information is current and accurate

Initiates and maintains communication networks within and between school, outside agencies, district, and home on a variety of issues (some extremely sensitive)

Trains, supervises and provides orientation to clerical employees, volunteers and students

Manages collection of student information and maintenance of student records and prepares and runs reports

Produces and distributes the school newsletter and other school related communications

Ensures bells and clocks are on the correct time

Arranges appointments and meetings, prepares and circulates agendas, records minutes, co-ordinates and manages multiple calendars

Attends meetings (e.g. staff meetings, transition meetings, admin and counselling meetings) and provides follow-up clerical support

Prepares course selection book and exam schedule

Completes Health and Safety forms and other District forms and reports

Reconciles school budget information related to staff costs using District budgeting software (e.g. MyBudgetFile)

Reviews staff absence entries for accuracy prior to authorizing at week’s end and prepares reports

Troubleshoots initial payroll issues/questions for employees at the school

Ensures vacant positions are temporarily filled as needed with replacements and fills dispatches in emergent situations

Prepares complex documents (e.g. September start-up packages, staff handbook, parent guidebook, student agenda, course selection guide, programs, graduation packages), reports and confidential correspondence

Schedules parent-teacher interviews

Maintains a school-year overview calendar in order to support admin with deadlines and planning

Designs, implements and manages office routines

Coordinates process for registration of “out of area” students

Supervises students waiting in the office for school administration

Supports and assists staff in the use of office software including word processing, spreadsheet, desktop publishing and school-based student information systems

Provides in-service, trouble shoots problems and arranges for repair of office equipment and telephone system

Participates as a member of the Critical Incident Response Team and Health and Safety Committee

Coordinates the orientation of new staff members and establishes access and account information for new staff (e.g. Zimbra), student information system (e.g. MyEducation BC), etc.

Coordinates locker assignments, and parking assignments/control for staff and students

Coordinates multiple field trip procedures and international and overnight field trips

Liaises with VIHA staff and ensures students with medical alerts and related correspondence (e.g. Anaphylaxis/Diabetes Action Plans) is up to date and lists are published

Liaises with VIHA staff to co-ordinate and organize student immunizations

Coordinates and maintains school equipment inventory

Coordinates maintenance requests

Researches and orders resources and supplies
- Performs other assigned duties that are within the area of knowledge and skills required by

the job description.

QUALIFICATIONS

Grade 12

Four years related experience

Minimum word processing of 70 W.P.M.

Certificate in Office Administration

Working knowledge of a school based student information system (e.g. MyEducation B