Day School Office Assistant

Havergal College; Toronto; On-site; CAD 40,000 - 55,000; Full time

Job summary

Havergal College is seeking a Day School Office Assistant to support daily operations and ensure service excellence within the Day School Office. This full-time position requires strong data management skills and effective communication to coordinate faculty coverage and manage student attendance. Ideal candidates will demonstrate a proactive approach and a commitment to fostering a supportive educational environment.

Qualifications

• Strong technical skills particularly in data management and integrity.
• Proactive and process-driven with attention to detail.
• Ability to juggle competing priorities in a fast-paced environment.

Responsibilities

• Manage daily operations within the Day School Office efficiently.
• Coordinate faculty coverage and manage student attendance records.
• Support the Director of Academics on projects throughout the school year.

Skills

Data management

Communication

Attention to detail

Problem-solving

Education

Post-Secondary Education

Job description

We are seeking an individual whois inspired by our mission and whose beliefs align with our core values ofintegrity compassion inquiry and courage and reflects our core competenciesto join Havergal College as Day School Office Assistant. This is a full-time permanent position.

Why Havergal is the Place to Be

Founded in 1894 and located on abeautiful 22-acre campus in midtown Toronto Canada Havergal College is one ofCanadas pre-eminent independent schools for girls from Junior Kindergartenthrough Grade 12. At Havergal Collegewe believe that great schools are made up of great people. With a rich historyspanning over 130 years we are committed to offering a contemporary liberalarts education which is rooted in the Anglican mission isto prepare young women to make a difference. Through our outstanding academicand cocurricular programs and a cohesive and collegial team of faculty andadministration staff we nurture a culture of capability that fostersself-confidence leadership critical thinking and global-mindedness within ourstudents.

We take pride in attracting and retaininghighly-qualified faculty and administration staff to ensure that our schoolremains at the forefront of educational excellence. Join us in thistransformative journey of education working together to empower young women tomake a positive difference in our world.

We arecommitted to building a diverseworkforceand an inclusive believe that an inclusive environmentfosters a culture of mutual respect creativity and innovation collaborationand accountability. To this end we encourage applications from all qualifiedcandidates with a diverse range of experiences and perspectives includingwomen BIPOC (Black Indigenous and People of Colour) peoples LGBTQ2S and persons with disabilities to join ourthriving team. We seek candidates who are committed to nurturing acommunity where integrity compassion inquiry and courage thrive.

The Position :

The Day School Office Assistant is responsiblefor ensuring daily operations within the Day School Office (DSO) run efficiently and offer service excellence to faculty staff students and parents . Supporting a wide range of activities andprojects within the Upper School (Grades 7-12) the DSOs primary role involvesthe management of daily student attendance and faculty coverage. The Day SchoolOffice Assistants (2) report to the Director of Academics work exclusively oncampus and the roles are 7 : 30 am -3 : 30 pm (1) and 8 am 4 pm (1).

Specific Accountabilities :

Faculty Coverage

• Coordinatesupply teacher and on-call coverage including but not limited to : managingcoverage requests from faculty; equitably assigning on-call duties; schedulingand managing supply teachers; accurately entering on-call and supply teacherdata into the school database; completing data integrity checks to ensureaccurate supply teacher payroll; share staffing concerns or issues with thecoverage process with the Director of Academics.
• Track andfollow up on student attendance records and class attendance for every block;monitor student sign-in and sign-out; track and input student absences latearrival and early dismissals in the school database.
• Ensurefaculty complete their class attendance in a timely manner every period.
• Resolve anydiscrepancies in daily student attendance records through communication withclassroom teachers Guidance and Health Centre staff other members of thestudent support team and parents as necessary.
• Follow upwith the Head of Middle School or Senior School regarding all attendance concerns andirregularities.
• Produce regular student attendancereports.
• Assist in coordinating and managing attendance processes and data for student events and excursions.
• Assist withthe coordination of the evacuation drills.

Supporting AcademicOperations

• Support the work of the Director of Academics on projects and eventsthroughout the school year including but not limited to : Parent-Teacher Conferences OSSLTadministration the AP program final exams and other duties as required.

Other Daily orCyclical Tasks

• Managecommunication from faculty staff students and parents; redirect as requiredand follow-up as necessary.
• Prepare andmanage daily announcements.
• Provideabsence coverage for Upper School administrative staff.
• Assignfaculty duties as requested.
• Assist withroutines related to school opening and closing.
• During student holidays ( March Break etc.) support work of other departments including but notlimited to Guidance and the Heads of Middle Senior and Upper Schools.

Qualifications Knowledge and Experience

• Post-SecondaryEducation.
• Strongtechnical skills particularly in data management and integrity (data entry and validation spreadsheet modeling data migration).
• Commitment todeveloping and maintaining positive communication andrelationships with all stakeholders.
• Solution-focusedproactive and process-driven approach to anticipating and addressing needswith strong attention to detail and quality.
• Demonstratedability to juggle competing priorities in a fast-paced environment.
• Committed tocontinuous professional development.

Demonstrated ability and commitment to the Core Competencies of;

• Integrity& Trust
• LearningAgility
• Communication
• GrowthMindset

Allqualified candidates are encouraged to apply and express their interest to later than July 4 2025. This posting is for an existing vacancy.

Havergal College thanks all applicants inadvance. Only those candidatesselected for an interview will be contacted. Havergal College is an equalopportunity employer. We are committed to an inclusive barrier-freerecruitment and selection process and work environment in accordance with theAccessibility for Ontarians with Disabilities Act (AODA). We will be happy towork with applicants requesting accommodation at any stage of the you require accommodations please contact Cathy LeBlanc at ext. 6526 or by email at accessibility @ .

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Key Skills

Employment Type : Full Time

Experience : years

Vacancy : 1

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