Distance Education Secretary

1 week ago

Victoria, Canada School District #63 (Saanich) Full time

Job Posting: Posting Detail

**Posting**: C2526/055 **Description**: Distance Ed Secretary **Start**Date**: July 2, 2025 **End**Date**: Dec 19, 2025

**Posting**Date**: Jun 13, 2025 **Closing**Date**: Jun 19, 2025 - 4:00p

**Location -** SIDES

**Position -** Distance Education Secretary

**Assignment**Type** Temporary

**Hours** 35
- Liaises with the Ministry of Education to provide summer reporting final grades, TRAX submission, grade correction.
- Coordinates sending, receiving and distribution of internal and external mail processes.
- Maintains the events calendar “to include booking rooms within the building as requested by staff”.
- Adaptations of grade submission process to accommodate larger numbers of students
- Liaises with public and private post-secondary institutions (counsellors, teachers, office staff) clarifying student status, course registration.
- Provides documentation to legal offices for educational verification
- Generates reports, assists with data collection and completes letters.
- Manages student information and course resources, maintains electronic and physical files, scans and copies materials and documents, and processes student resource requests.
- Submits reports to institutions and students on withdrawal processes using the School and Ministry databases.
- Coordinates tests, both in-house and for other institutions and provides support for provincial exams.
- Coordinates school billing (tuition for courses, etc.).
- Coordinates payment processes (e.g. student deposits/tuition, banking reports, petty cash requests, etc.).
- Provides administrative support:

- Assists administrators, counsellors and teachers with clerical support as required, including letters, filing, course development support, etc.
- Maintains handbooks
- Creates contact lists
- Creates master forms
- Maintains the events calendars
- Assists in production of course development resources
- Assists counsellors with grad checks and student learning plans
- Assists with photocopier maintenance, including contacting the supplier
- Attends on-site clerical and other staff meetings as required and records minutes.
- _Performs_ _other_ _assigned_ _duties_ _that_ _are_ _within_ _the_ _area_ _of_ _knowledge_ _and_ _skills_ _required_ _by_ _the_ _job_ _description._ _

**QUALIFICATIONS**
- Grade 12 education
- Office Administration Certificate
- Two years of related experience
- Minimum word processing speed 50 W.P.M.
- Working knowledge of general office procedures
- Working knowledge of the BC Graduation Requirements
- Working knowledge of Ministry requirements for 1701 and SADE data collection and school/district/ministry reporting procedures
- Working knowledge of electronic information systems (Student Information Systems and DL Learning Management Systems)
- Working knowledge of hardware/software required for school information and reporting processes
- _Or_ _equivalent_ _combination_ _of_ _training_ _and_ _experience._ _

**DESIRABLE**SKILLS**
- Knowledge of Distance Education procedures
- Demonstrated effective communication skills

**DATE**April 2023

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