Office Administration jobs in Canada

OFFICE ADMINISTRATOR

JOB TYPE: Full-Time

START DATE: August 19, 2024

JOB TITLE: Office Administrator

DEPARTMENT: Main Office - STEM Collegiate School (grades 7-12)

REPORTS TO: Office Manager

TYPE: Permanent

HOURS OF WORK: 7:30 am - 4:00 pm Mon. to Fri. on regular instructional school days

SALARY: $50,000 - $55,000 according to qualifications and experience

SUMMARY: The Office Administrator is responsible for providing clerical support and assisting with office operations in the Main Office of STEM Collegiate School in Edmonton, Alberta. This high visibility support staff position plays an important part in maintaining the efficient functioning of the school. The Office Administrator supports the Office Manager and School Principal with administrative tasks and helps to ensure office functions are carried out in a timely and accurate manner.

KEY RESPONSIBILITIES:

1. Reception / Clerical Support: Greet visitors and students, answer phone calls in a welcoming, professional, and courteous manner. Direct visitors to appropriate staff members and ensure that phone messages are delivered promptly.
2. Record Keeping: Maintain accurate records of student attendance, student records, deliveries, expenses, inventory, transportation, and other administrative data. Assist with the preparation of reports and other administrative documents.
3. Student Support: Provide support to students and parents, including answering questions about school policies and procedures, assisting with enrollment and registration, and coordinating student activities and events. Administer minor first aid and advise parents of injury.
4. Communication: Maintain social media, create and distribute parent correspondence (emails and newsletters), and manage the [emailprotected] email account. Transportation liaison (e.g. booking buses, tracking buses, corresponding with the service provider).
5. Other Duties: Perform other duties as assigned by the Office Manager or Principal, including assisting with special projects and events.

QUALIFICATIONS:

1. Minimum of a High School Diploma, Diploma in Office Administration or formal training in a related field preferred.
2. Prior successful experience working with youth aged 12-17 preferred.
3. Experience in an office or administrative support role preferred.
4. Standard First Aid Certificate or be willing to take a first aid course prior to start date.
5. Excellent communication and interpersonal skills, with the ability to interact effectively with a diverse range of stakeholders.
6. Proficiency in Microsoft Office Suite and other relevant software applications including PowerSchool.
7. Strong organizational skills and attention to detail.
8. Ability to work independently, manage multiple tasks and priorities, and adapt to changing circumstances.
9. Familiarity with, or willingness to become familiar, with school administrative procedures and policies.

WORKING CONDITIONS: The Office Administrator works in a fast-paced environment and is required to interact with a diverse range of stakeholders, including students, parents, teachers, and other staff members. The position may require occasional evening or weekend work, paid by days in lieu, to support school events or activities. Extra hours or overtime work must be approved in advance by the Office Manager or Principal. STEM Collegiate School is a non-unionized workplace.

PHYSICAL REQUIREMENTS: The Office Administrator will be required to sit or stand for extended periods of time and may need to lift or move objects weighing up to 25 pounds. This is a physically demanding job as is typical of any support staff role in a secondary school setting. Individuals with high energy and generally robust mental health are more likely to enjoy working in this environment.

ADDITIONAL INFORMATION: This job description is not intended to be all-inclusive. The employee will also perform other reasonably related job duties as assigned by the Office Manager, Principal or Superintendent. A Vulnerable Sector Criminal Record Check and evidence of any purported credentials will be required from successful applicants. The Office Administrator is required to return to work each August at least one week prior to the return of students after summer break, and to continue working at least one week after the last day for students in June. Vacation time is to be taken only when the school is closed to both staff and students according to the school’s annual academic calendar which is posted on the STEM Collegiate Website (i.e., winter, spring, and summer breaks). The successful candidate can anticipate working five days a week from 7:30 am - 4:00 pm, including two 15-minute paid breaks per day and a 30-minute unpaid lunch break.

APPLICATION PROCESS: Qualified candidates are encouraged to submit an application by noon (12:00 pm MT) on Wednesday, July 3, 2024, through the Apply to Education website posting by providing the following: Cover Letter, Resume / Curriculum Vitae (CV), CV to include names & contact details of 3 recent references (supervisors only). The interest of all applicants is appreciated; however, only those short-listed for interviews will be contacted. In-person interviews for this position are planned for Friday, July 5, 2024, at the school. No references will be contacted prior to interview or without permission.