Administrative Coordinator

Overview:

Global Village Victoria is seeking an organized, friendly, and detail-oriented Administrative Coordinator to join our team on a one-year contract to cover a maternity leave. This is an exciting opportunity to be part of a dynamic private language school in the heart of Victoria, supporting students and staff in a fast-paced, international environment. The successful candidate must currently live in Victoria, hold a valid Canadian work permit and be available to begin training on February 4th.

Reporting to the Director of Programs, the Administrative Coordinator is the first point of contact for students and visitors to the school. A key function of the administrative coordinator position is to present a warm, welcoming and student-friendly first impression in person, on the phone and by email.

The following are the four main areas of responsibilities with the corresponding duties:

Job Description:

1. Reception & Facility Maintenance

The administrative coordinator plays a key role in ensuring that supplies are well-stocked and that the facility is in order at all times. To ensure a high standard of service for students and staff, the following are some of the tasks that should be performed:

Daily tasks

• Unlock doors and elevator in the morning.
• Check voice mail.
• Turn on all lights, taking note of any bulbs which require replacement in the morning.
• Restock paper in photocopier.
• Tidy instructor supply table; replenish any supplies that are low.
• Rearrange lunch chairs into established configurations around tables.
• Note any repairs or other areas of the school requiring attention from the custodian, property. manager or outside contractor (electrician, plumber, painter, security, etc.).
• Leave a note about required cleaning for the cleaner or call in a contractor for other issues. Bring major issues to the attention of the Director of Programs.
• Answer phone calls and respond to general inquiries from students, teachers, and walk ins.

Weekly tasks

· Clean plate glass on photocopiers.

· Input student contact info, medical alert, grades and related information into the database.

· Prepare for student orientation & graduation (certificates, handbooks, etc.).

· Take graduation photos.

· Check in new students on their first day.

· Conduct a services and neighbourhood tour for new students.

Monthly tasks

• Order office and cleaning supplies.
• Print out copier count reports.
• Send out meeting reminders.
• Create and update student transcripts.

On-going/As needed

• Respond to paper jams and other issues with the photocopier.
• Report IT issues to Network Administrator and phone issues to communications firms.
• Order office supplies which cannot wait until the monthly stock is ordered.
• Reset classroom and lounge clocks, as well as school bell system, when schedules change (such as daylight savings time).
• Post signs/posters for school closures and class disruptions (stat holidays, special events, cleaning, construction, etc.).

• Manage keys and alarm codes.

• Homestay

· Book arrival and departure transfers for homestay students.

· Send an application package to new host families via email and collect any missing documents.

· Ask host families about pick-ups and drop-offs.

· Send reminder emails to host families.

1. Registration

· Send welcome emails to students.

· Input registration changes for current students in CLASS.

· Issue documents, such as invoices, receipts, LOAs, etc.

· Respond to registration related inquiries from current students and walk-ins.

· Help collect payments from current students.

1. Other

· Assist Homestay Manager and Head Registrar with additional administrative tasks, as requested.

· Liaise with Director of Programs concerning day-to-day tasks and operations of the school.

· Act as a member of the Health & Safety Committee; maintain Occupational First Aid (OFA) certification.

· Fill-in with student activities in emergency situations.

· Take reasonable initiative to inform the Managers about absences and vacations. Arrange own coverage for all forms of absence except illness and inform administration team about coverage schedule.

Qualifications:

· Warm, friendly, professional demeanor when communicating cross-culturally (in person, phone, email, etc).

· Strong admin, computer and technology abilities (MS Office, especially Word, Excel and Publisher; social media; digital camera/video; ZOOM, TEAMS, etc).

• Attention to detail; high numerical accuracy.
• Ability to negotiate best rates from vendors for purchases such as office supplies, small furniture orders, print jobs, etc.
• First aid certification required. If the successful candidate does not already possess a first aid certificate, they must complete first aid training, at GV's expense, and submit the certificate to the school within the first 12 weeks of being hired.
• Sound judgment; exceptional cross-cultural communication, counselling, negotiation and conflict resolution skills.
• Front of house reception experience in hospitality, education, retail or travel sector preferred
• Excellent oral and written English skills; Japanese, Korean or Chinese (Mandarin or Taiwanese) language skills an asset.
• Ability to multi-task and work in a fast-paced, dynamic environment.
• Passion for travel, cultural immersion, education, language learning and customer service.
• Previous experience living or working abroad an asset.

Work Schedule: This is a full-time role (37.5 hours per week) on a fixed period contract to cover a 12-month maternity leave. Hours are 8 am to 4:30pm, Monday to Friday, with a one-hour lunch break.

Compensation & Benefits: Pay is commensurate with experience and qualifications.

Application Instructions: Please send a cover letter and resume to Applicants will be reviewed on a rolling basis, and the position will be filled once a suitable applicant is selected.

Job Types: Full-time, Fixed term contract

Contract length: 12 months

Pay: $39,000.00-$40,000.00 per year

Work Location: In person