Coordinator, Administrative Services

St. Mildred’s-Lightbourn School; Oakville; On-site; CAD 57,000 - 67,000; Full time

Benefits offered by this job

Health, vision, dental care

Life insurance & AD&D

EFAP

Mental health resources

OTPP pension match

Healthy lunch program

On-site fitness facilities

On-site parking

Winter Break & March Break

Job summary

St. Mildred’s-Lightbourn School in Oakville invites applications for a Coordinator, Administrative Services.

This full-time temporary position supports the Senior Coordinator and school Principals with attendance, front-desk coverage, event preparation and calendar administration. The successful candidate will hold a college diploma or university degree plus 2+ years of progressive administrative experience; be fluent in Google Workspace and Microsoft Office; and be comfortable in a Mac

Qualifications

• 2+ years progressive administrative experience
• Diploma or certificate in Office Administration or equivalent
• Experience with Blackbaud OnProducts is an asset
• Experience in independent/secondary school is an asset
• Fluent in Google Workspace & Microsoft Office
• Comfort in a Mac based environment

Responsibilities

• Daily attendance management administration
• Coordinate coverage for Faculty absences and external supply teachers
• Reception coverage before school and during lunch; backup coverage during absences
• Provide ongoing administrative support to Principals, Teachers and staff
• Administrative support for online school permission forms and academic calendar
• Assist with organization and preparation for special events
• Ad hoc special projects as assigned by Manager, Administrative Services
• Bring new ideas to improve administrative systems and processes
• Other duties as required

Job description

Coordinator, Administrative Services

Full-time Temporary Position - October 2026 to April 2028

An Opportunity to Join SMLS

Role Overview

To support our vision of empowered young women challenging and transforming the world, we are currently seeking a Coordinator, Administrative Services. The successful candidate will work collaboratively with the Senior Coordinator, Administrative Services, as well as Junior, Middle and Senior School Principals and Faculty. The successful candidate will be responsible for coordination of tasks and initiatives that support an all girls educational experience including administrative and service related duties. This vacancy is due to a replacement position.

Position Details

Department: Administration

Reports to: Manager, Administrative Services

Liaises with: Principals, Teachers, and other Non-teaching staff.

Education: College Diploma / University Degree; Diploma or Certificate in Office Administration or equivalent job experience is preferred

Experience: 2+ years progressive administrative experience

Experience with Blackbaud's “OnProducts” (an asset)

Experience in an Independent and/or Secondary School (an asset)

Experience in a not for profit environment (an asset)

Fluent in Google Workspace & Microsoft Office products

Comfort in a Mac based environment

Working Conditions: Office / School Environment, Mac, Google

Who We Are

SMLS is a premier independent girls' school (JK–Grade 12) with 135 years of history. Located on 10 acres in Olde Oakville, our mission is to provide personalized, real-world learning experiences that encourage young women to challenge and transform the world. Our tight-knit, nurturing community allows each girl to explore her unique pathway to success. SMLS students learn to dare—and develop the future-ready skills, resilience, and confidence to lead beyond our doors.

Who You Are

Your Strengths

Above all else, the successful candidate is a champion for girls' education. You are also:

• An enthusiastic, committed, and creative individual who communicates with ease and confidence.
• A problem solver who demonstrates initiative, integrity and attention to detail.
• A team player who enjoys being part of a vibrant, collaborative community and contributes positively to all areas of the school.

Key Responsibilities

• Daily attendance management administration
• Coordinate coverage (internal and external) for Faculty absences via internal on-calls or organizing external supply teacher coverage of classes
• Daily reception coverage (before school and during lunch) and back up coverage during absences (i.e. sick and vacation days) of other team members
• Provide ongoing administrative support to the Principals, Teachers, Non-teaching staff and Administrative team members.
• Administrative support for online school permission forms and the academic school calendar
• Assist with organization and preparation for special events (e.g. Parent Association Events, Parent-Teacher Interviews, etc.)
• Ad hoc special projects or assignments as assigned by the Manager, Administrative Services
• Bring new ideas and best practices to continuously improve administrative systems and processes
• Other duties as required

SMLS' culture is highly collaborative and community-oriented. All staff are expected to participate fully in the life of the school, including attending school events which may occur on evenings or weekends from time to time (faculty participation in co-curriculars is essential).

Employees are expected to undertake additional responsibilities as reasonably assigned, consistent with the scope and level of the role.

Candidates should be aware that, as the School continues to evolve, job responsibilities may be adjusted from time to time to align with the needs of our students and the School. Any such changes will be made reasonably, and every effort will be made to provide advance notice and appropriate training where required.

Compensation & Terms

The expected salary range for this position is $57,000 to $67,000. Final salary placement may exceed this range in accordance with SMLS' Compensation Structure.

SMLS is a member of the Ontario Teachers' Pension Plan (OTPP).

SMLS does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates.

Why Join SMLS?

Our work is meaningful and important. As a school, we support each student's interests, talents, learning needs and strengths. Through our world-class facility, Signature Programs, expertise in girls' education, and dedication to personalization, our students become lifelong learners equipped to achieve excellence in whatever path they choose.

When you join SMLS, you join a fun and supportive community!

Our employees enjoy competitive compensation packages and may be eligible for some of the following benefits:

• Health, vision, and dental care
• Life insurance, AD&D insurance, and Long Term Disability insurance
• Employee & Family Assistance Program (EFAP)
• Mental health & wellbeing resources
• Ontario Teachers' Pension Plan / RRSP program with up to 5% employer match
• A healthy lunch program during the school year
• On-site fitness facilities
• On-site parking
• Time off during Winter Break and March Break
• Summer hours and extra long weekends in line with the school calendar

OUR VISION

Young women empowered to challenge and transform the world.

OUR MISSION

To engage each girl in a personalized, real-world learning experience where she explores her unique pathways within a nurturing community.

OUR VALUES

Excellence Courage Integrity Belonging

We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted. Please also note that the successful candidate will be required to provide a police vulnerable sector check as a condition of employment.

SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. We value diversity and are committed to creating an inclusive environment within our community. Please contact Human Resources with any requirements or questions.