Administrative Assistant-academics - Maple Ridge, Canada - Meadowridge School

Meadowridge School
Meadowridge School
Verified Company
Maple Ridge, Canada

1 week ago

Sophia Lee

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Sophia Lee

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Description

Job Description Title:
Administrative Assistant-Academics


Reports to:
Deputy Head of School


Start Date:
January 9, 2023


Status:
Full-time


Scope of the Position


The Administrative Assistant-Academics provides administrative support to the Deputy Head of School, front office, and continuum programs in the school.


Duties
Deputy Head of School Support

  • Manage DHOS calendar
  • Booking meetings with faculty, staff, and parents
  • Sending meeting reminders
  • Organize ELT meetings, agenda, minutes and followups
  • Take minutes at other meetings as required by DHOS
  • Develop documents (i.e. calendars, schedules, goals documents)
  • Professional Development
  • Field inquiries about Pro-D processes
  • Track and coordinate completed Prod for Pro-D catalog
  • Financial support
  • Assisting with signing finance documents
  • Assistant in the coordination of school and professional development events
  • Booking venues
  • Contact with Sage
  • Managing schedule
  • Support with accreditation and evaluation processes
  • Coordinate weekly DHOS communication in eGryphon
  • Coordinated school photo days including:
  • acting as liaison between families, teacher
- working with Finance to select supplier
- scheduling individual and class photo dates
- entering dates into Master calendar and communicating events with staff, students and parents
- booking facility
- receiving photographers and helping them set up
- book and communicate retakes
- book and support Grad Photos (Saturdays) in October
- ensure that IT uploads all school photos to library, SAGE and system database

  • Create student photo book
  • Manage slides from Vidigami to BrightAuthor and ensure appropriate/current content
  • Other duties as assigned by the DHOS
Parent Teacher Interviews (In Conjunction with Registrar)

  • In October and February, setup Schoolsoft for conference bookings
  • Accommodate the different school divisions and their conferencing needs (meeting times,
breaks, teacher availability)

  • Create parent profiles for each parent
  • Arrange for set up of gym tables, chairs, signage, timer
Continuum Program Support

  • Yearbook
  • Student Medical Record Support
  • Booking facilities for Fraser Health events (hearing Tests, Gr. 6 & 9 Immunizations
  • Receiving public health nurses and setting them up
  • Support Principals with the collection, organization, and distribution of student medical information
  • Field Trips (ES, MS, and HS)
  • Processing & archiving all trip risk assessments
  • Booking busses for local and extended curricular fieldtrips (WWOW and CWOW)
  • Covering driver needs by either selecting internal staff, dayhire, or use of an external bus company
  • Communicating, collecting, collating and filing all parent consent forms
  • Maintain Field Trip Manual with all attendance lists, consent form, bus booking and field trip schedules
  • Print all medical abstracts for trips
  • Advise dining provider of groups of students that are off campus during the school day
Registrar Support

  • Assist the Registrar with school files and records, by sorting, classifying, coding and reviewing materials to ensure uptodate status
  • Support the Registrar with printing, copying, distributing and filing of the ES, MS and HS report cards from Student Information Systems (SIS)
  • Duplicate the information from the SIS in ManageBac.
  • Create class lists in Managebac, archive graduates and withdrawn students, create user accounts for new students
Front Office Support

  • Provide coverage for the Administrative Assistant from 4:00 pm5:30 pm Monday to Friday
- answering telephone, handling student and parent inquiries referring messages, scheduling appointments
- act as a general liaison between the Administrative Officers and staff members, students, parents, suppliers, and the public

  • Provide basic comfort to children in cases of sickness or emergencies; notify parents, ambulance service, and/or hospital if required and monitor children waiting to be picked up
  • Operate and troubleshoot minor problems with equipment such as photocopiers, fax machines, and printer
  • Handle confidential materials
  • Coordinate and/or perform the work of other clerical staff during their absence
Summer Break Support

  • Help in the uniform shop if needed
  • Assist Finance with filing if needed
  • Assist Registrar with ad hoc tasks if needed
  • Assist Admissions with ad hoc tasks if needed
Other Duties as assigned


We are an exemplary employer providing a fun, engaging, and supportive place to work Meadowridge School offers a comprehensive total compensation package and the opportunity to work with an exceptional community of professionals.

Please visit our website at for more information about our school.

We thank all for applying, however, only those selected for an interview will be contacted. This position will remain open until filled.
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