Administrative Assistant, Boarding

**Administrative Assistant, Boarding**

**Regular**

**Internal/External**

**Posting Date: Sept 30, 2025**

**Closing Date: Oct 12, 2025**

**Posting # 2025068**

**Hours**

Tuesday-Friday, 28 hours per week. Some Saturday work may be required.

10 ½ month annual schedule
- Beginning October 2025_

**Salary**

Starting wage of $31.41 per hour. Range of $31.41 - $32.97 per hour, depending on years of service at SMS.
- This is a bargaining unit position, in the Professional Employees Association._

**Summary**

Reporting to the Manager, Boarding Operations, this position is a key link in the smooth and efficient coordination of daily boarding operations and boarding communication in the school. The Administrative Assistant, Boarding will provide a wide variety of clerical support to school administration. This includes coordinating and communicating Boarding office activities, general receptionist duties, keep Boarding records current, generate weekly communication between the School and parents, assist in organizing activities for Boarding students, perform confidential duties for the Director of Boarding, and other duties, relevant to the position assigned as required.

**Core Competencies**
- Integrity & Trust
- Service Orientation
- Adaptability
- Innovation
- Resilience
- Professional Knowledge
- Communication & Collaboration

**Duties and Responsibilities**
- As a front-line worker, present a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Coordinate all student leave requests, new host requests, and travel forms.
- Assist with Boarding activities paperwork; collecting and tracking completed forms from parents, preparing trip cards, and student medical lists.
- Refer all inquiries to the appropriate individuals or departments across the organization.
- Analyze incoming and outgoing memos, reports and other company related documents.
- Type forms, letters, reports, memos, and school documents as necessary.
- Organize, maintain, and coordinate office records and files in their proper locations.
- Coordinate the logístical aspects of Boarding programs, workshops, special projects, and events.
- Provide information to staff about special activities.
- Ensure all forms and reports are completed as needed.
- Assist with evacuation procedures in the event of an emergency.
- Receive and distribute all forms of paper correspondence.
- Administer and manage inbound/outbound mail, including priority post, packages, courier services, and other correspondence for the Boarding office.
- Prepare agendas and make arrangements for meetings.
- Accurately record, transcribe, and distribute meeting minutes.
- Maintain student records, and work with Boarding database vendor to ensure accuracy.
- Co-ordinate the preparation and submission of various documents, summary reports and presentations for the Director of Boarding.
- Liaise with departmental and corporate officials and with other organizations and associations on behalf of the Director of Boarding.
- Maintain a high level of confidentiality in all interactions.
- Maintain and update the Boarding Handbook, Staff Supplement Instructions, and Boarding calendar, as required.
- Other duties, relevant to the position, shall be assigned as required.

**Required Education & Experience**
- Office Administration Diploma, or equivalent combination of training, education, or experience.
- Minimum 3 years' experience as a Secretary or Administrative Assistant is considered an asset.
- Experience, sensitivity, and awareness of working within a multi-cultural environment.
- Experience working in an educational environment is an asset.
- Successfully obtain a Ministry of Justice criminal record check clearance.

**Required Knowledge, Skills & Abilities**
- Ability to interact with children, parents, staff, Administrators, and the public is required.
- Excellent writing and oral communication skills, proofreading and the ability to pay close attention to detail in all areas of work.
- Proven ability to identify, assess, and analyze issues and utilize problem-solving and decision-making skills as necessary to provide efficient and effective services.
- Excellent organization and time management skills with the ability to work independently to plan and prioritize tasks efficiently to meet deadlines, and ability to take initiative and follow standard business practices.
- Strong interpersonal and customer service skills and demonstrated poise, tact and diplomacy and ability to use discretion and good judgment.
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items.
- Proven ability to maintain meticulous records, paper and electronic filing systems and basic data management.
- Computer literate and proficient use of various office-based software including Microsoft Office
- and Google Suite and proficient with office related technology, typing and data entry skills.
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