Administrative Assistant - New Westminster, Canada - Urban Academy

Urban Academy

Verified Company

New Westminster, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position:
Administrative Assistant

Start Date:
March 27, 2023

Urban Academy is a rapidly growing independent school in New Westminster located in a beautiful new facility across the street from Braid Street Skytrain Station.

Our mission is to empower creative and courageous leadership by delivering exceptional education through the integration of arts, science, and technology.

We value creativity, collaboration, technology, the outdoors and the arts as means through which we can offer excellence in education.

Urban Academy is currently seeking a 1 year maternity leave (with potential of it being extended) full-time
Administrative Assistant for the Administration Office.

This integral role will work closely with members of the UA community, teachers, staff, and the administration team providing consistent, confidential, and professional administrative support.

The Admin Assistant will have a friendly and professional demeanor along with strong customer service skills, acting as the point of contact for families and visitors alike.

They will work closely with the Administrative Leadership to support the effective and efficient operation of the
Office.

Duties and responsibilities:

Reception Duties

Greet visitors, parents, students in a courteous, friendly and welcoming manner
Provide a high level of customer service
Ensure all visitors sign in and out, and monitor entry doors to ensure school safety
Receive, direct and track all visitors to the school ensuring that the Urban Academy security protocol is communicated and adhered to
Ensure smooth and efficient operation of the reception area by maintaining the front office as a welcoming formal reception area for visitors and community members
Field admissionsrelated inquiries; answer incoming calls; greet potential students and families; and distribute appropriate promotional material
Coordinate and manage the flow of all incoming telephone calls and direct them appropriately
Assist with managing the bus schedules;
Distribute mail to Faculty and Staff;
Organize buses for field trips
Order office supplies
Direct visitors, staff and students to the appropriate information or people when inquiries come to the office
Attend to routine minor injuries, contacting parents when necessary; maintain the student first aid room; dispense and log medication
Support evacuation procedures for fire, earthquake and lockdown as required
Other duties and responsibilities as required

Attendance

Issue late slips for each student that arrives late, changing attendance accordingly
Track students in the school that are marked absent by calling home

Developing the creative innovators of tomorrow.

Monitor student attendance throughout the day.

Administrative Duties

Provide administrative support to Principal, Vice Principal, Director of Development, teachers and counselors
Responsibility for room bookings for meeting or collaborative spaces
Replenish beverage supplies for the staff room
Ensure that all photocopy machines are maintained, resolve minor printer issues and call for servicing as required
Manage Zendesk ticketing system and assign tickets to appropriate person
Maintain the emergency binders/kits/class lists and classroom bags for various emergency drills
Other duties and responsibilities as required

Teacher On Call Back Up

Arrange Teacher On Call coverage for all teacher absences, which will include working outside of regularly scheduled hours
Update staff spreadsheet with absences and coverage.

Qualifications and Education Requirements

Successful completion of a secondary school graduation program or equivalent
Minimum of 1 year of recent, relevant experience
Fluent in written and spoken English
Outstanding interpersonal skills and a warm, welcoming, professional manner
Resourceful and an excellent multitasker
Observant and aware of what is happening in and around the school
Excellent computer skills including Google Suite and Microsoft Office (UA is a Google School)
Strong administrative skills
Ability to deal calmly and confidently with children and understand the Urban Academy ethos and approach
Personable, helpful and professional manner when representing the School to parents, students, visitors and external academic bodies, as well as the community at large
Ability to work collaboratively with minimum supervision and to function well as part of an administrative support team
Ability to function in a fast paced, dynamic environment and maintain a positive attitude throughout
Certification in Basic First Aid is an asset
Completion of a satisfactory Criminal Records Check will be required

If this position interests you, a detailed resume and cover letter can be submitted. Applications without cover letters will not be considered. No phone calls or drop-ins, please.

Job Types:
Full-time, Fixed term contract

Contract length: 12 months

Salary:
$22.00