Junior School Administrative Assistant

About Hillfield Strathallan College

Founded in 1901, Hillfield Strathallan College (HSC) offers a seamless academic journey from 18 months to 18 years. Located on a 50-acre campus on Hamilton's West Mountain, HSC provides a unique educational pathway for students through four school offerings: Junior, Montessori, Middle and Senior. HSC prepares students to live with purpose to understand their world, inspire, lead, act and make a difference in their own unique ways.

Junior School Administrator

**Position Overview**:
The Junior School Administrator will provide support to the Principal, Vice Principal, staff and students in order to assist with the effective and efficient operation of the Junior School.

**Responsibilities**:
Provides support to the Principal, Vice Principal, and Junior School Faculty

Coordinates, organizes, and performs daily administrative and clerical functions

Maintains calendar, coordinates and plans meetings for the Principal

Manages the reception area and directs students, parents and visitors to correct school or College personnel or facilities; answers telephone calls, responds to parental inquiries and transfers calls to the appropriate recipients

Relays information to faculty, parents and students using a variety of mediums

Liaise with admissions for the coordination of student visitors, prospective students and newly enrolled students

Greets and assists new students and parents with detailed information ie processes and procedures of the Junior School

Assists Principal, Vice Principal and faculty with the planning and implementation of Junior School events such as new school year (information to parents and faculty), Links to Learning, curriculum evenings, student-involved conferences (November, February & April, closing ceremonies and Grade 4 Graduation

Creates and monitors all student billings for trips and various student classroom materials

Manages petty cash requests

Assists administration with trips and E-Week programs

Assists with the file management of the school-shared Google Drive, i.e., faculty manual, class lists, class grids, class lock lists, etc. ensures myHSC is up to-date and accurate

Oversees Junior School equipment inventory and supplies inventory i.e., paper, toners, etc.

Communicates maintenance and custodial issues to appropriate College personnel

Assists in creating school documents, various procedures and policies that support the Junior School and posts on the internal Learning Management System (myHSC)

Assists the Learning Strategies Specialist with the coordination of ILPs mailing, ILP meetings, and various supports throughout the school year

Maintains OSR files (line entries, new student files) and manages the distribution of Grade 4 OSRs to Middle School

Maintains records and has knowledge related to the Childcare & Early Years Act (CCEYA)

Assists with the creation of parental communication and documents, memos, event programs and other non-classroom-related material

Prepares and maintains student files

Assists Principal with the coordination of the reporting process three times per school year

Coordinates the photocopying and mailing of the final June report

Manages the Student Involved Conferences through Pick-a-Time database

Processes the daily attendance and carries out the Safe School Arrival Program daily

Provides support for new Faculty

Creates the timetable in myHSC for the new school year and maintains it throughout the school year

Content Manager for, group pages, four terms of reporting, daily attendance, schedules/timetables, school forms, lists etc.

Maintains the schedule calendar in myHSC

Oversees the school myHSC calendar

Demonstrates a high regard for confidentiality and integrity of all personal and private information with regard to faculty, students and parents

From time to time carries out duties not necessarily included in the job description but dictated by circumstance

**Qualifications**:
College diploma

Minimum 3 years experience providing office support in an educational setting

Our commitment to inclusion across gender, age, religion, identity and experience moves us forward and creates a sense of community at HSC that we are proud of, where everyone feels welcome and feels that they belong.

While we thank all applicants in advance for their interest, only those selected for interviews will be contacted.

**Job Type**: Full-time