Main Objective:

The Office Administrator will provide general office and administrative support to the Principal, staff parents and students. They will ensure the smooth running of the office, support the welcome desk and the planning and running of student-focused events.

Qualifications: 

Related Community College of Applied Arts diploma plus 2 years of related experience OR 5 years experience related to at least two key areas.

• Ability to provide exceptional administrative support, taking direction with flexibility and reliability. Able to handle confidential and sensitive information related to staff, students, families and projects.

• Possess organizational and decision-making skills, with strong acuity and the ability to prioritize multiple/competing tasks.   

• Demonstrates attention to detail and the ability to create a positive work environment. 

• Able to work effectively with frequent interruptions. Responds positively and calmly under pressure. 

• Collaborate effectively with the School Support Team and ability to work with significant autonomy.

• Coordinate volunteers/committees and liaise with various suppliers using judgment and tact. 

• Should possess superior communication (written and verbal), interpersonal and customer service skills. 

• Advanced skills in database management and applications of Microsoft Word, Excel, PowerPoint and Google Drive & Google Calendars

• Ability to embrace new technology or procedures while proficient with current office systems and equipment.

Values:

In order to fulfill the main objective, the Office Administrator will possess the following employee values:

• Christian -- must have a love for Jesus Christ and be an active member of a Bible-believing church.  Their personal faith must be aligned with and supportive of the Christian mission of JKCS.  The person must be filled with grace and demonstrate the fruit of the Spirit.

• Passion -- must be someone who is eager to demonstrate a passion for serving Christ by supporting others and planning and organizing systems.

• Growth -- must strive for excellence, always looking to improve competency while seeking out best practices.  Striving to accomplish goals while welcoming challenges defines this person well.

• Connection -- must have a compassionate heart for staff, students and families.  The person must have the ability to communicate well with families, students, and staff and suppliers.

Main Duties:

GENERAL OFFICE:

• Ensure that the school office operates in a consistently organized manner

• Monitor and/or manage school/office calendar, schedules, main phone lines and signs

• Develop, present and maintain the Main Office Budget.

• Be familiar with the school database, send communication and print lists

• Provide relief and ensure coverage/breaks for the Welcome Desk as needed.

• Check-in (Walkie- talkie) for staff before school, both nutrition breaks and after-school issues

• Updating and organizing family files

• Participate in monthly School Support Team meetings

• Additional administrative duties as requested by the Principal or Vice-Principal, or staff

COMMUNITY INFORMATION COORDINATION:

• Student announcement folder, staff phone directory, contact list, Drive folders, mailboxes

• Admission and exit process of staff (calendars, drive, name badges, signs, mailbox, etc.)

• Present office orientation to new staff

• Oversee Police Checks (for staff & parents) in collaboration with the Welcome Desk.

• Creating Certificates of Attendance/ legal documents as requested from parents or staff.

• Manage Student office helpers (Grade 7 & 8 O.A.T. Leadership Team)

ORDERING:

• Staffroom supplies and upkeep including small appliances

• School Uniform supplier liaison and management of the Used Uniform store

HEALTH/EMERGENCY PROCEDURES:

• Help to manage the emergency procedures (ie: call alarm company, Fire Department, neighbours, etc.) with Vice-Principal

BOARD REPORTS AND POLICY UPDATES:

• Update Policies and Procedures as requested by the Principal.

• Responsible for sending Board Reminders, collecting and sending monthly board meeting agenda, financial, other documents and the Principal's Report. 

GIFTS PROGRAM:

• Liaison with the GIFTS coordinator to appropriately place parent volunteers. 

• Co-ordinate and supporting teams of volunteer parents: Yard duty, Lost & found, Used uniforms, Special Projects Team , Supply shopper, Mothers Who Pray, etc.

EVENT SUPPORT:

Planning and/or administrative support for the following events:

• school photo days (school-wide, retakes, Graduation) 

• High School Information night (with the VP. of Learning)

• Grade 8 Leadership Retreat

• 7&8 Quebec/Ottawa Trip

• Membership Meeting (Admin support)

• Graduation (Admin support)

Time Allotted:

This will be an hourly paid position 5 days a week from 8:00 am to 4:00 pm from approximately mid-August to early July every year. Vacation time normally includes approximately six weeks of summer vacation, two weeks at Christmas, and one week at March Break. PD days as required by the Principal. Exceptions will be made as necessary by the Principal in conversation with the employee. 

Accountability:

Directly accountable to the Vice Principal of Operations and Finance. An annual employee meeting will assess personal performance and review this job description.

Remuneration:

The hourly rate is calculated as per the Edvance/Vocate grid.

POSTED: April 10, 2024