Skills

Sage
Filing
Administrative experience

Job Description Title: Administrative Assistant-Academics

Reports to: Deputy Head of School

Start Date: January 9, 2023

Status: Full-time

Scope of the Position

The Administrative Assistant-Academics provides administrative support to the Deputy Head of School, front office, and continuum programs in the school.

Duties

Deputy Head of School Support

Manage DHOS calendar
Booking meetings with faculty, staff, and parents
Sending meeting reminders
Organize ELT meetings, agenda, minutes and follow-ups
Take minutes at other meetings as required by DHOS
Develop documents (i.e. calendars, schedules, goals documents)
Professional Development
Field inquiries about Pro-D processes
Track and coordinate completed Pro-d for Pro-D catalog
Financial support
Assisting with signing finance documents
Assistant in the coordination of school and professional development events
Booking venues
Contact with Sage
Managing schedule
Support with accreditation and evaluation processes
Coordinate weekly DHOS communication in eGryphon
Coordinated school photo days including:
acting as liaison between families, teacher
working with Finance to select supplier
scheduling individual and class photo dates
entering dates into Master calendar and communicating events with staff, students and parents
booking facility
receiving photographers and helping them set up
book and communicate retakes
book and support Grad Photos (Saturdays) in October
ensure that IT uploads all school photos to library, SAGE and system database
Create student photo book
Manage slides from Vidigami to BrightAuthor and ensure appropriate/current content
Other duties as assigned by the DHOS

Parent Teacher Interviews (In Conjunction with Registrar)

In October and February, setup Schoolsoft for conference bookings
Accommodate the different school divisions and their conferencing needs (meeting times,

breaks, teacher availability)

Create parent profiles for each parent
Arrange for set up of gym – tables, chairs, signage, timer

Continuum Program Support

Yearbook
Student Medical Record Support
Booking facilities for Fraser Health events (hearing Tests, Gr. 6 & 9 Immunizations
Receiving public health nurses and setting them up
Support Principals with the collection, organization, and distribution of student medical information
Field Trips (ES, MS, and HS)
Processing & archiving all trip risk assessments
Booking busses for local and extended curricular fieldtrips (WWOW and CWOW)
Covering driver needs by either selecting internal staff, day-hire, or use of an external bus company
Communicating, collecting, collating and filing all parent consent forms
Maintain Field Trip Manual with all attendance lists, consent form, bus booking and field trip schedules
Print all medical abstracts for trips
Advise dining provider of groups of students that are off campus during the school day

Registrar Support

Assist the Registrar with school files and records, by sorting, classifying, coding and reviewing materials to ensure up-to-date status
Support the Registrar with printing, copying, distributing and filing of the ES, MS and HS report cards from Student Information Systems (SIS)
Duplicate the information from the SIS in ManageBac.
Create class lists in Managebac, archive graduates and withdrawn students, create user accounts for new students

Front Office Support

Provide coverage for the Administrative Assistant from 4:00 pm-5:30 pm Monday to Friday
answering telephone, handling student and parent inquiries referring messages, scheduling appointments
act as a general liaison between the Administrative Officers and staff members, students, parents, suppliers, and the public
Provide basic comfort to children in cases of sickness or emergencies; notify parents, ambulance service, and/or hospital if required and monitor children waiting to be picked up
Operate and troubleshoot minor problems with equipment such as photocopiers, fax machines, and printer
Handle confidential materials
Coordinate and/or perform the work of other clerical staff during their absence

Summer Break Support

Help in the uniform shop if needed
Assist Finance with filing if needed
Assist Registrar with ad hoc tasks if needed
Assist Admissions with ad hoc tasks if needed

Other Duties as assigned

We are an exemplary employer providing a fun, engaging, and supportive place to work! Meadowridge School offers a comprehensive total compensation package and the opportunity to work with an exceptional community of professionals. Please visit our website at Meadowridge.bc.ca for more information about our school.

We thank all for applying, however, only those selected for an interview will be contacted. This position will remain open until filled.

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Meadowridge School is Looking for Administrative Assistant-Academics Full Time

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Meadowridge School is Looking for Administrative Assistant-Academics Full Time

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