Non-Union - Administrative Assistant

Wecdsb; Lasalle; On-site; CAD 81,000 - 86,000; Full time

Job summary

WECDSB is seeking an Administrative Assistant at St. Thomas of Villanova Secondary School to organize school offices and lead the secretarial team.

The role includes ministry reporting, scheduling, and financial record keeping, with a strong emphasis on data accuracy and policy compliance. Reporting to the Principal, the position requires an Office Administration program and several years in a school setting, with advanced proficiency in MS Office and Google Workspace.

Qualifications

• Completion of an Office Administration / Business Administration program from a recognized post-secondary institution.
• Three years of experience in a school/board environment with advanced working knowledge of Student Information Systems preferred.
• Advanced proficiency in Microsoft Office (Excel) and Google Workspace (Drive, Docs, Sheets, Calendar).
• Ability to guide and direct other secretaries by assigning, prioritizing and checking their work to ensure tasks are completed accurately and efficiently.
• Knowledge of Board policies, guidelines and procedures.
• Knowledge of Ministry curriculum guidelines as they pertain to student record management.
• Ability to exercise tact and discretion with confidential information and sensitive issues.
• Strong professional and organizational skills enabling independent and collaborative work.

Responsibilities

• In collaboration with the principal, organize school offices and lead the secretarial team through training, delegation, performance and scheduling of vacation time.
• Responsible for Ministry level reporting including OnSIS & EQAO, Secondary Achievement Processing and Reporting, School Scheduling and Maintenance, and monthly Enrolment Reporting.
• Coordinate activities related to the school's administrative system ensuring compliance with Ministry Regulations and Board Policies within the Student Management Systems.
• Develop, document and maintain office procedures to comply with evolving regulatory requirements and system updates.
• Establish timelines for school processes, provide documentation, validate data and troubleshoot problems.
• Assist the Principal with school scheduling, complex data compilation and report preparation within deadlines.
• Oversee school's financial record keeping, including School Banking.
• Attend meetings and record minutes.
• All other duties as assigned by the principal.

Skills

Office administration experience

Supervising secretaries

Strong organizational skills

Confidential information handling

Education

Office Administration / Business Administration program

Tools

Microsoft Office (Excel)

Google Workspace (Drive, Docs, Sheets, Calendar)

Student Information Systems

Job description

NOTICE OF NON-UNION VACANCY

POSITION: Administrative Assistant LOCATION: St. Thomas of Villanova Secondary School SALARY: $81,401 - $85,685 annual

Reporting to the Principal, the Administrative Assistant is responsible for the below:

Duties and Responsibilities:

• In collaboration with the principal, responsible for the efficient organization of school offices and lead the secretarial team through training, work delegation, performance and the approval and scheduling of vacation time.
• Responsible for Ministry level reporting including OnSIS & EQAO, Secondary Achievement Processing and Reporting, School Scheduling and Maintenance, and monthly Enrolment Reporting.
• Coordinate the activities related to the management of the school's administrative system by ensuring that all Ministry Regulations and Board Policies are adhered to within the confines of the Student Management Systems.
• Develop, document and maintain office procedure to ensure ongoing compliance with evolving regulatory requirements and system updates.
• Establish timelines for school processes, provide documentation, validate data and trouble shoot problems.
• Assist the Principal with school scheduling for upcoming academic years, complex data compilation and report preparation requested by the Ministry, Administrative staff or Trustees within the required deadlines.
• Oversee school's financial record keeping, including School Banking.
• Attend meetings as required and record minutes of same.
• All other duties as assigned by the principal.

Qualifications:

• Successful completion of an Office Administration / Business Administration Program from a recognized Post-Secondary Institution
• Three (3) years of experience in a school/board environment with advanced working knowledge of Student Information Systems is preferred
• Advanced proficiency in Microsoft Office (Excel) and Google Workspace (Drive, Docs, Sheets, Calendar).
• Ability to provide guidance and direction to other secretaries by assigning, prioritizing and checking their work in order to ensure daily tasks are completed accurately and efficiently
• Knowledge of Board policies, guidelines and procedures
• Knowledge of Ministry curriculum guidelines as they pertain to student record management
• Ability to exercise tact and discretion when dealing with highly confidential information and sensitive issues
• Strong professional and organizational skills that promote being able to effectively work independently and as a valued team member
• Experience with K212 and School Cash is an asset

Accommodation for disabilities will be provided upon request to support participation in all aspects of the expression of interest process.

The WECDSB adheres to equitable hiring, employment and promotion practices and is committed to an inclusive workforce that reflects the diversity of our students.

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