Language School Administrative Assistant

2 weeks ago

Moncton, Canada Multicultural Association of the Greater Moncton Area Full time

**Job Title**:
**Language School Administrative Assistant**

**Reports to**:
**Assistant Language Manager**

**Position**:
**Full-Time, Permanent**

**Languages**:
**Bilingual (English/French); additional languages are an asset**

**Remuneration**:
**$41,600 - 45,760**

**The Opportunity**

Are you an organized and detail-oriented individual with a knack for administrative tasks? Do you excel at multitasking and managing complex schedules? Are you fluent in both written and spoken English and French? If so, we have an exciting opportunity for you to join our team as a Language School Administrator

**Summary of Role**

The Language School Administrator supports the organization through promotion of MAGMA’s Language courses. Establishes a great initial rapport with clients and students, helping them to connect with other team members for guidance and requests.

**CORE POSITION RESPONSIBILITIES**:

- ** Office Management**:

- Manage the office, checking for inventory of supplies and ordering books as needed by the school, coordinating meeting rooms and setup, and coordinating communication.
- Assume responsibility for maintenance of office equipment, including computers, copy machines, and fax machines, and contacting the IT department when assistance is needed.
- Manage incoming mail, deliveries, and packages, and coordinate outgoing as needed.
- Set up onsite meetings and social gatherings as required (booking rooms, refreshments, and seating plans).
- Provide administrative support to upper management and other staff and assist with special projects when necessary.
- ** Student Coordination**:

- Introduce students to their classrooms and provide an overview of the MAGMA building.
- Track student assessments in Excel spreadsheets and share with the Assistant Manager for monthly reporting.
- Create student profiles in the database, including uploading test results and maintaining student profiles.
- Track certificates monthly in spreadsheets and share with the Assistant Manager for monthly reports.
- Follow up with clients on the waitlist according to IRCC requirements and update government iCare system with current information.
- Request posters/promotion from the Marketing Team for new and existing programs.
- Prepare and print student cards.

**Qualifications & Requirements**:

- Certificate/Diploma from a recognized Business/Office administration program
- 1-2 years’ experience in fast paced administrative role
- Proficient spoken and written English and French skills; additional languages an asset
- Proficiency in MS Office, specifically Excel and Word.
- Great team player
- Ability to multi-task and manage complex schedules
- Resourceful, a good problem solver, and organized

**NOTE**: This job description is not intended to be all-inclusive. Employees may be expected to perform other related duties as negotiated to meet the organization's ongoing needs.

**MAGMA values the diversity of the people it hires and serves. Diversity at MAGMA means fostering a workplace where individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person's talents and strengths.

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