Temporary School Office Assistant / Student Information System Support Analyst

British Columbia Public School Employers' Association | Make a Future - Careers in BC Education; Parksville; On-site; CAD 27,552 - 34,440; Part time

Job summary

The British Columbia Public School Employers' Association is seeking a Temporary School Office Assistant / Student Information System Support Analyst in Parksville. The role includes general office duties, maintaining confidential student records, and providing help desk support for the Student Information System.

This position involves 25 hours per week, with a focus on administrative tasks and support to the school’s information systems. Candidates need strong interpersonal skills and an office administration certificate.

Qualifications

• High school graduation or equivalent.
• Minimum two years related experience performing office duties.
• Successful completion of a one-year office administration or business certificate program.

Responsibilities

• Perform general office duties including reception and filing.
• Collect and maintain confidential student records.
• Manage student information in Student Information Systems.

Skills

Excellent interpersonal skills

Office administration skills

Communication skills

Database management

Problem-solving abilities

Education

High school graduation

One-year office administration certificate

Information technology certificate

Tools

MS Word

Excel

Outlook

Job description

About Qualicum School District:

Qualicum School District is centrally situated on east Vancouver Island and covers the area of Nanoose Bay to Bowser and spans from Errington across the Strait of Georgia to Lasqueti Island. We serve a student population of approximately 4700 students. Qualicum School District consists of eight elementary schools (Grades K-7), two secondary schools (Grade 8-12), an alternate school (PASS/Woodwinds) and a Distributed Learning program to support home-learning families called the Collaborative Education Alternative Program (CEAP). False Bay School on Lasqueti Island is entirely off-grid with an immense solar project recently completed. Qualicum School District also embraces many community organizations through various school programs. The area’s natural beauty, never-ending beaches, mild climate and small-town charm make it a popular tourist destination and a great opportunity to have a career in paradise.

POSITION: Temporary School Office Assistant / Student Information System Support Analyst

25.00 hours per week, 20.00 hours per week School Office Assistant plus 5.00 hours per week SIS Support Analyst, less than 12 months per year.

The annual school year work cycle for this position will commence 10 working days prior to school opening until 5 working days subsequent to school closing. The working days will not include the winter and spring breaks, nor most of the summer break.

Commencing August 24, 2026, until the full return of the incumbent. Please note the anticipated end date of this assignment is April 30, 2027.

Job Title: School Office Assistant (20.00 hours per week)

Reporting To: School Principal

Illustrative Examples of Work

1. Performs general office duties including reception, filing, typing correspondence and reports, and producing bulletins and newsletters.
2. Collects and maintains confidential and sensitive student records, both electronic and paper, as well as documents shared at the Ministry level.
3. Manage student information in adherence to the requirements of the Student Information Systems as assigned, which may include attendance, demographics and timetables.
4. Organize and maintain documents and materials related to emergency prep, FOIPA, GAFE etc.
5. Maintains websites and calendars and other online communication.
6. Prepares a variety of reports for ministries and agencies including data collection and immunization.
7. Contacts parents regarding student issues including attendance and emergencies.
8. Responds to inquiries, provides assistance and information to students, parents, staff and the Ministry of Education.
9. Receives and distributes mail.
10. Assists the principal and/or vice principal with a variety of administrative tasks including distribution of school keys.
11. Supervises students in the office and provides basic first aid assistance to students.
12. Assists organizing special events as requested.
13. Performs other job-related duties.

Required Abilities and Qualifications

1. High school graduation or certificate equivalent.
2. Minimum two years related experience within the last five years performing similar duties.
3. Successful completion of a one-year office administration or business certificate program at a recognized institution.
4. Competence using current district word processing to an intermediate level, current spreadsheet software to an introductory level as demonstrated by successful completion of appropriate courses at a recognized institution.
5. Keyboarding speed of 60 cwpm.
6. Excellent interpersonal and communication skills, and the ability to work effectively with students, staff and public.
7. Ability to perform duties with speed and accuracy, and to work effectively to meet deadlines.
8. Ability to operate standard office equipment, follow oral instructions, and work with a minimum of supervision.
9. Valid Basic or Emergency First Aid Certificate (one day course).

Job Title: Student Information System Support Analyst (5.00 hours per week)

Job Function: An employee in the position of Student Information System (SIS) Support Analyst provides SIS-related help desk support for district and school computer users, does the set up for the SIS accounts, and provides training for the district.

Reporting To: Directly reports to Principal, Information Technology; Indirectly reports to the Associate Superintendent.

Illustrative Examples of Work

1. Assists staff with the Ministry common SIS use including alerting staff of any changes, submitted data integrity, data entry as required, enhancements or updates to the SIS production, answering questions, and providing training sessions to individuals and groups.
2. Monitors the functioning of the SIS for the district, including establishing security settings, monitoring security access, ensuring that company settings are correct, and ensuring that appropriate courses are available at the district level.
3. Monitors information provided on the Ministry SIS website and mailing list regarding changes to policies or procedures, upcoming training sessions, enhancements or fixes to the system, and changes to day-to-day support on SIS functionality and user account issues.
4. Participates in training sessions, conference calls, working and advisory groups, and testing, design and project teams when applicable.
5. Participates in the enhancement of future SIS functionality, including communicating independently with Level 2 support regarding the SIS issues, and providing change requests to the SIS when change to current production functionality is required.
6. Communicates with other district support providers and software vendors, submit trouble tickets and change requests as required.
7. Performs other job-related duties as assigned.

Required Abilities and Qualifications

1. High School graduation or equivalent.
2. Successful completion of a one-year office administration, business or information technology certificate program at a recognized institution, or one year or more of post-secondary training or equivalent in a computer related field including courses in computer applications and web design.
3. A minimum of one year similar or related experience, including experience helping software users solve application problems.
4. Demonstrated ability to maintain a high level of knowledge of complex database systems such as the SIS or other database information systems.
5. Demonstrated ability to successfully give presentations to an audience.
6. Demonstrated ability to troubleshoot related software problems.
7. Demonstrated superior aptitude for computer software.
8. Advanced skill and experience using MS Word, Excel and Outlook.
9. Experience managing user accounts and security on database information systems.
10. Superior problem solving, organization, interpersonal and communication skills.
11. A good understanding of FOIPPA regulations as they apply to person information in a database system.
12. Demonstrated ability to work effectively with staff and to work independently.

Successful applicants must successfully complete an Authorization for Criminal Records Search pursuant to the Criminal Records Review Act every 5 years.

For further information please contact Amanda Kramer, Human Resources Administrative Assistant at 250-954-4677 or [e-mail].