Administrative Assistant

**Responsibilities**

**General Administration**
- Serve as the point of first contact for outsiders: answer phone, greet visitors, answer doorbell, redirect inquiries to the appropriate parties and track visitors.
- Liaise with the Vice Principal Academic, Human Resources, and IT to assist visitors, substitute teachers, and special guests with keys, wi-fi passwords, lunch passes, and directions as required.
- Receive and distribute mail and deliveries for staff and dorm students.
- Book courier pick-ups as required.
- Coordinate blue bin recycling as required.
- Arrange winter parking assignments for staff liaising with the Finance Office for payroll deductions.
- In conjunction with the Finance Office, financial duties include:

- Accept tuition or other payments as required and submit payments and documentation to the Finance Office.
- Run daily Global Machines report and submit to Finance with credit/debit card payments.
- Code and submit invoices as required.
- Manage petty cash float for students who need change and submit petty cash reimbursements to Finance as required.

**Student Administration**
- Manage preparations for first day of school including schedules, agendas, fobs, lanyards, wi-fi passwords, maps, etc. Assist Registrar with second semester student arrival, administration, and new student packages. At graduation, collection, and processing of fobs from graduating students.
- Daily assistance for students with fobs, passwords, bus passes, dress code violations, lockers, locks, wi-fi, meal passes, etc.
- Daily management of school and student attendance including substitute teachers’ attendance, school approved extra-curricular absences, drivers’ education, etc.
- Update and communicate TAG groups for all new and returning students.
- Maintain and update student filing system.
- Update student administration system as required with new and departing student information.
- Request cumulative files from previous schools for new students and send cumulative files for transferring students.
- Prepare lock/locker assignments for each semester for students and Physical Education spaces including ordering new locks and recycling old ones.
- Assist with student groups that may have need for extra supports (bursary, dorm, medical sensitivities, etc.).
- Distribute summer school registrations.
- Distribute school, graduation, and award photos.
- Assist Vice Principal Academic and Registrar with preparations for exam sessions, including ordering supplies, posting information and troubleshooting.
- Manage bus registration including establishing deadlines, liaising with bus company, the Finance Office, and Communications.
- Manage Driver Education Program including room bookings, liaising with the driving instructor, SGI, and Communications.
- Manage semester meal plan program including liaising with the Finance Office and the cafeteria staff.
- Manage student photocopy cards sales.
- Manage all Spend-a-Day bookings.
- Assist sick students if the nurse has left for the day.
- In conjunction with the Admissions Office:

- Assist with New Student Orientation
- Assist with Information Nights

**Faculty Support Administration**
- Order and provide all supplies in teacher workroom, photocopy room, main office, and supply room. Replace toner in main office photocopier.
- Manage parent/teacher interviews for faculty and ESL department, including set up, scheduling, trouble shooting and communication.
- Assist faculty with picture day, retakes, cap and gown, award ceremony photograph information and arrangements.
- Assist with the musical, sporting tournament, fundraiser, school trip, and extra-curricular event ticket sales.
- Assist with special event planning and tasks including graduation, awards ceremonies, parent meetings, etc.
- Assist IB Coordinator with shipment of IB exams and other tasks as required.
- Prepare cab/taxi slips for teachers holding school activities off campus and help arrange buses for service day.
- Assist Vice Principals with monitoring and watching video footage when required.
- Setting up fobs for new faculty and coaches.
- Manage room bookings.

**Communications**
- Communicate bus cancellations and delays.
- Ensure all forms that students may require from the Main Office are kept up to date and available, including course request, driver education, drop/add class, expense, and incident forms.
- Communicate to delivery and mail services staff when the school is closed or there is an adjusted office schedule.
- Communicate any changes to office hours during holidays.

Other duties as required.

**Qualifications**
- Graduation from a recognized technical school or office education course with a minimum of two years of related experience, or a combination of education, training and experience that provides the required knowledge, skills and abilities to perform the essential functions of the position;
- Exceptional interpersonal skills with ability to maintain effective working relat