Collingwood School is a gender-inclusive day school located on two campuses in West Vancouver, BC.

Our vision is socially responsible students pursuing passions for a better world. We are committed to contributing positively to our local and global communities, environmental stewardship, and supporting the wellbeing, and inclusion of all people. Through the pursuit of passions, students will find their unique purpose in the world.

At Collingwood, we seek faculty and staff who work together to ensure everyone feels a sense of belonging. We are a vibrant community of passionate educators and learners, dedicated to excellence and continuous improvement. We live our values of courage, curiosity and community to be in service of others and who are inspired by our mission to inspire and support young people for meaningful lives. Be part of inspiring students to pursue their passions for a better world.

We are committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers, including BIPOC (Black, Indigenous, and People of Colour),persons with disabilities, and 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability, we will work with you to make reasonable workplace accommodations you may need for your best work performance.

We are looking for an experienced University Guidance Administrative Assistant to join our Morven campus. This Permanent, Full-Time position plays a critical role connecting important stakeholders (students, parents, university admissions officers and Collingwood faculty) while fully supporting the department’s four university guidance counsellors. Additionally, the Administrative Assistant builds and maintains the department’s databases.

Responsibilities

• First point of contact in the University Guidance office, greeting students, parents, faculty and visitors
• Manage the University Guidance Counsellors’ calendars by booking appointments using Google Calendar
• Prepare and send transcripts for current students and scholarship applications to post-secondary institutions worldwide
• Maintain and administer the department’s software system to ensure accurate and timely submission of student applications and supporting documentation
• Coordinate all university and college visits to Collingwood School. In addition to regular during- school and evening admissions visits, the
• Administrative Assistant takes the lead in coordinating university events.
• Input standardized test score reports into each student’s account once received from the relevant testing agency
• Advertise and support the UG counsellors in the administration of all Digital SAT test administrations
• Act as department liaison with Collingwood’s Inclusive Education department with regard to standardized testing arrangements
• Post information relevant to University Guidance on all school communication platforms and in School Calendar
• Prepare supporting documentation to be sent with Ministry of Education transcripts for Alumni & International-bound grads
• Act as department contact with various agencies including the British Columbia Ministry of Education, the College Board, ACT, accredited BC online course providers, and MaiaLearning.
• Create and maintain student records in both paper and electronic formats using the Google Suite and MaiaLearning
• Order and manage office supplies and publications.
• Maintain current contact information electronically for admission officers from domestic and international universities.

Required qualifications

• Post-secondary education in office/business administration or related field
• 1-3 years administrative assistant/office/clerical experience
• Proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar)
• Canadian residency and legally entitled to work in Canada

Preferred qualifications and experiences

• Strong interpersonal skills with a commitment to delivering exceptional customer service
• Thrive in dynamic, fast-paced environments and adapt quickly to shifting priorities
• Demonstrated ability to handle confidential and sensitive information with discretion
• Exceptional attention to detail and accuracy in all aspects of work
• Self-motivated with a track record of meeting deadlines independently or with minimal supervision
• Experience with or knowledge of student information systems is considered an asset
• Skilled in problem-solving and eager to explore innovative approaches to improve processes and outcomes
• Warm, approachable, and team-oriented personality that fosters a positive workplace culture

Our “Must Haves”

• Respect, dignity and inclusion for all members of the community
• Collaborative mind-set and courageous approach to adversity
• Demonstrated communications skills (oral and written)
• Creative “out-of-the-box” thinker
• Flexible and adaptable and embraces change
• Proven work ethic with utmost integrity
• Enthusiasm, eagerness and genuine interest in all aspects of the school’s success
• Self-awareness, with a desire for constant self-improvement (goal-oriented)

We offer professional development opportunities, competitive salaries, a generous benefits package, including RRSP, Personal Days, access to an Employee and Family Assistance Plan, and access to a Health Spending Account, health and wellness initiatives, along with one of the most beautiful locations in Canada to work!

This position works a 45-week schedule, during the school year (with summers off) and three weeks’ vacation over the winter break, and two weeks’ vacation during the spring break, including other statutory and school holidays.

The annual hiring range for this position is from $43,643 to $49,099. Candidates with strong skills and experience may be considered for a higher starting salary. Please contact our Human Resources department at [email protected] for questions or further clarification regarding the salary range.

Futures start here. If this role is a good fit, we would love to hear from you! Please submit a cover letter detailing your suitability for the position along with your resume, including three employment references by September 23, 2025.

We sincerely thank all applicants for your interest; however, only shortlisted candidates will be contacted.

Please visit our website for more information about our school.