Academic and Operations Associate

Southpointe; British Columbia; On-site; CAD 42,000 - 60,000; Full time

Benefits offered by this job

Generous RRSP

Comprehensive health and dental plan

Staff wellness program

Heavily discounted lunch program

Job summary

Southpointe Academy is seeking an energetic Academic and Operations Associate to support daily campus operations, student services, and administrative duties at a growing IB school. You will be the friendly front line for students, parents and staff, coordinate room scheduling, events and academic records, and help ensure a welcoming, organized environment.

The role emphasizes communication, confidentiality, and multi-tasking in a busy school setting, with a Monday–Friday schedule and

Qualifications

• Post-secondary education in Office Administration, Business Administration, Education Administration, or a related field, or an equivalent combination.
• Minimum of three years' experience in an administrative, executive support, or school office environment.
• Demonstrated ability to manage multiple competing priorities with exceptional organization and attention to detail.
• Excellent interpersonal, customer service, verbal, and written communication skills with students, families, staff and visitors.
• Proven ability to maintain confidentiality and work independently within a collaborative team.

Responsibilities

• Serve as ambassador for Southpointe Academy, representing the school's mission and culture with professionalism.
• Provide a warm, welcoming first point of contact for parents, students, staff or visitors.
• Deal with enquiries and deliveries and direct to the appropriate person.
• Maintain log of Senior School students leaving campus and report irregularities.
• Monitor Grade 3-5 students awaiting parent pickup in the lobby.
• Monitor outdoor radio channel during Junior School duty periods.
• Provide afternoon bus reconciliation for the Junior School when needed.
• Assist with closing procedures for buildings and coordinate pickup or late bus.
• Provide executive administrative support to the Senior School Principal and colleagues.
• Liaise with Events Coordinator to organize Senior School events.
• Manage confidential data entry for student records.
• Maintain photocopy machines and handle minor printer issues.
• Support attendance, records and transcripts in collaboration with the Registrar.

Skills

Organization

Communication

Customer service

Discretion / Confidentiality

Education

Office Administration / Business Administration / Education Administration

Tools

Toddle

Job description

Academic and Operations Associate

Full-time, Permanent

Southpointe Academy is a leading edge International Baccalaureate (IB) Continuum School surrounded by the ocean, beaches and natural beauty of South Delta. As a co-educational, secular day school serving over 740 students from Kindergarten to Grade 12, Southpointe is known for its strong sense of community, collaborative culture and commitment to professional development. The school fosters caring relationships with students and develops young people of character who make a positive difference in the world.

Southpointe takes immense pride in its world‑class educational offerings. The International Baccalaureate Primary Years (Grades K-5), Middle Years (Grades 6-10), and Diploma (Grades 11-12) Programmes are globally recognized for their excellence, rigour and educational impact. These distinguished programmes are complemented by state‑of‑the‑art facilities and purpose‑built amenities, ensuring an innovative environment for learning. Southpointe is completing construction of a cutting‑edge expansion campus spanning over 75,000 square feet, seamlessly integrated with its existing facilities. This substantial undertaking not only mirrors the school's continuous growth, but also demonstrates a sustained commitment to offering an optimal learning environment for all members of the school community.

Southpointe is seeking an energetic, positive and collaborative professional who will work with teachers and the leadership team to support student learning in classrooms, as well as through the co‑curricular and/or athletic programs.

The Academic & Operations Associate serves as a key front‑line operational role supporting the daily function of the new campus. This position is responsible for maintaining a welcoming, organized, responsive, and professional reception environment while supporting the operational coordination demands of a significantly larger and more complex school facility.

As an important point of contact for students, parents, staff, visitors, contractors, and external community users, this role requires strong judgment, accuracy, organization, discretion, communication skills, and the ability to independently manage multiple competing priorities in a fast‑paced environment.

The position supports expanded campus operations, including increased student enrollment, a broader age range of students, increased staff support needs, food service coordination, room scheduling, external rentals, and high daily visitor traffic.

Role and Responsibilities:

Reception

• Serve as an exceptional ambassador for Southpointe Academy, consistently representing the school's mission, values, and culture with professionalism, integrity, and pride.
• Provide a warm, welcoming first point of contact for parents, students, staff or visitors when arriving at the school;
• Effectively deal with enquiries and deliveries, including directing to the appropriate person where necessary;
• Maintain log of Senior School students leaving campus for open or Flex blocks, and regularly report irregularities or misuse to Senior School Principal;
• Monitor Grade 3-5 students awaiting parent pick‑up in building lobby as required;
• Monitor outdoor radio channel during Junior School duty periods, helping to ensure that assigned duty teachers are present according to the Duty schedule;
• Provide afternoon bus reconciliation for the Junior School as required in the absence of responsible staff, ensuring all students are safely accounted for and have boarded the correct bus prior to departure.
• Be responsible for the closure of the Eaglebay building, ensuring any remaining students move to the Orcaview building for pick‑up or the late bus.

Administrative Duties

• Provide executive administrative support to the Senior School Principal, as well as to the Assistant Principal, Vice Principal, teachers and counselors as requested by the Principal;
• Liaise with the Events Coordinator to ensure all Senior School events are organized, planned and supported;
• Manage confidential data entry for student records (Toddle, etc.) as needed;
• Ensure that all photocopy machines are maintained, resolve minor printer issues and call for servicing as required.

Senior School Academic Support

• Support the issue of Middle and Senior School report cards throughout the year by monitoring entries and revising comments;
• Provide support for Middle and Senior School examinations through organising invigilation, and invigilating where needed;
• Monitor regular progress of and provide support to Senior School students pursuing online course credit;
• Review and analyze seasonal Middle and Senior School club and activity supervision assignments, identifying over- and under-subscribed teacher commitments and promoting equitable staff participation;
• Establish and monitor an attendance protocol for after school activities involving G6-12 students;
• In collaboration with the Registrar, support the maintenance of student academic records and transcripts;
• Organize Middle and Senior School club fairs and events as well as student sign up process for each season of activities.

Essential Qualifications or Experience:

• Post-secondary education in Office Administration, Business Administration, Education Administration, or a related field, or an equivalent combination of education and experience.
• Minimum of three years' experience in an administrative, executive support, or school office environment.
• Demonstrated ability to manage multiple competing priorities with exceptional organization, accuracy, and attention to detail in a fast‑paced environment.
• Excellent interpersonal, customer service, verbal, and written communication skills, with the ability to build positive relationships with students, families, staff, and visitors.
• Proven ability to maintain confidentiality, exercise sound judgment, and work independently while contributing effectively as part of a collaborative team.

Hours of Work:

• Monday - Friday, 9:15 am to 5:15 pm
  

Salary and Benefits

• As per Collective Agreement: $36.76 per hour;
• Generous RRSP;
• Comprehensive health and dental plan, and other extended benefits;
• Staff wellness program;
• Heavily discounted lunch program.

Applicants must be legally entitled to work in Canada or be in the process of obtaining the appropriate visa(s).

Southpointe Academy encourages applications from suitably qualified candidates with diverse backgrounds. We value each community member’s identity, perspective and well‑being, and embrace our differences as a sign of strength.

We believe in diversity, equity and inclusion and are committed to equal employment opportunities.