.0 FTE Permanent Administrative Assistant Secondary STAHS

Kenora Catholic District School Board; Northwestern Ontario; On-site; CAD 40,000 - 55,000; Full time

Job summary

A local educational institution in Northwestern Ontario is seeking a highly organized Administrative Assistant for secondary school operations. This role involves providing administrative support, managing schedules, preparing reports, and maintaining student records while interacting with students, staff, and parents. Candidates should have a diploma in Office Administration and proficiency in Microsoft Office Suite. The position offers a permanent school year contract without work during school closures.

Qualifications

• Completion of a diploma or certificate program in Office Administration, Business Management or a related field.
• Demonstrated proficiency in a computerized office environment.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.

Responsibilities

• Provide efficient and confidential administrative support.
• Maintain and update the computerized student information system.
• Prepare professional correspondence and documentation.
• Serve as the primary receptionist providing courteous service.
• Compile, verify and analyze data to generate reports.

Skills

Organizational skills

Interpersonal skills

Time management

Attention to detail

Proficiency in Microsoft Office Suite

Education

Diploma or certificate in Office Administration

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

THE KENORA CATHOLIC DISTRICT SCHOOL BOARD

The Kenora Catholic District School Board (KCDSB) educates more than 1300 students from diverse cultures and backgrounds in 4 elementary schools and 1 secondary school located in beautiful Kenora and Red Lake Ontario. At KCDSB we welcome students to experience a quality inclusive and values‑based education in a caring Catholic school community. Our mission goes beyond academics and the arts and athletics. Our goal is to provide excellence in Catholic education and grow graduates who become fully engaged citizens able to contribute to their families, communities and society.

Our staff is among our greatest resources. The people we hire have a direct impact on the success of our students. With approximately 180 academic and 80 permanent support staff the KCDSB is one of the largest employers in the region.

Position Summary

KCDSB is seeking a highly organized and professional individual to join our team as an Administrative Assistant Secondary. This key role provides comprehensive administrative support to ensure the smooth and efficient operation of the school’s daily activities. As the first point of contact for students, staff, parents, visitors and external partners the successful candidate will embody the values and spirit of our school, always presenting a welcoming and positive image. The Administrative Assistant will thrive in a collaborative, team‑oriented environment and demonstrate exceptional interpersonal skills, discretion and diplomacy.

Duties and Responsibilities

• Provide efficient and confidential administrative support to ensure the smooth day‑to‑day operations of the school.
• Maintain and update the computerized student information system (ASPEN) ensuring data accuracy, integrity and confidentiality.
• Prepare professional correspondence, memos and documentation with detail and consistency.
• Input and manage accurate student schedules for both elementary and secondary timetables.
• Assist in the preparation and distribution of report cards ensuring timely and accurate processing.
• Compile, verify and analyze data using various software applications to generate reports for the Board, Ministry of Education and other authorized external agencies.
• Serve as the primary receptionist providing courteous and informed service to students, staff, parents and the general public.
• Respond to telephone inquiries, direct calls appropriately and relay messages in a timely and professional manner.
• Liaise effectively with internal departments and external organizations to support school operations.
• Support the administrative team during emergency situations, including the dispensation of medication and administration of basic first aid protocols in accordance with school procedures.
• Demonstrate a clear understanding of the sensitive nature of information handled within the school environment and uphold strict confidentiality at all times.
• Participate in mandatory Health & Safety training and adhere to all safety protocols and procedures.
• Perform additional duties as assigned by the Principal consistent with the scope and intent of the position and in alignment with Board procedures.

Qualifications

• Completion of a diploma or certificate program in Office Administration, Business Management or a related field from a recognized institution; or an equivalent combination of education and relevant experience.
• Demonstrated proficiency in a computerized office environment, including advanced skills in Microsoft Office Suite (Word, Excel, Outlook) and internet‑based applications.
• Strong organizational and time‑management skills with the ability to prioritize tasks and manage multiple responsibilities in a fast‑paced dynamic environment.
• Excellent interpersonal verbal and written communication skills with the ability to interact effectively and respectfully with a diverse school and community population.
• Proven ability to remain calm and professional under pressure while managing frequent interruptions and shifting priorities.
• High attention to detail and accuracy, particularly in data entry verification and record maintenance.
• Previous experience working with children or youth in an educational or community setting is considered an asset.

Additional Information

This is a permanent school year position. The successful candidate will not be required to work during scheduled school closures, including Christmas Break, March Break and summer months.

Application Instructions

Interested applicants are asked to submit a cover letter and resume outlining their qualifications and relevant administrative experience. While not required, experience in a school setting is considered an asset. Please quote Competition Number: 2025‑50 and submit your application package by 4:00 pm on October 10 2025 via one of the following methods:

Email: Apply to Education

A current satisfactory Vulnerable Sector Check (VSC) is required prior to employment. For more information please visit Ontario Provincial Police - Police Record Checks.

Accommodations are available throughout the recruitment process. Please contact the Human Resources Department in advance to discuss any required arrangement.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.