Administrative Assistant-Student Life

Administrative Assistant-Student Life

Start Date: March 25, 2024

Scope

Meadowridge School is excited to share an opportunity for a dedicated Administrative Assistant to provide support to our team, with the main support area being Student Life.  The ideal candidate will be a proactive multitasker with excellent communication skills and keen attention to detail. 

The School                                         

Meadowridge School is an independent, co-educational, secular day school offering an IB education to over 650 students ages 4 to 17 (JK to Grade 12). The school campus is located on a 27-acre, forested parcel of land on the outskirts of Maple Ridge, BC. Our campus and facilities have been carefully designed to align with our connection and appreciation of the natural world. Our physical spaces reflect the importance of movement, play, and interaction with the outdoors. Exterior doors from classrooms provide quick access to natural spaces, including a community garden, greenhouses, a forest with a trail network, and a newly developed campground area. Our play spaces are vast and take into consideration the developmental needs of children.

Meadowridge is an accredited, IB continuum world school with a well-established Primary Years Programme (PYP), Middle Years Program (MYP), and Diploma Programme (DP). Our teaching faculty are highly trained IB educators, with a growing number of IB Workshop Academy leaders on staff. The IB Learner Profile provides the foundation for character development at our school, while the IB Approaches to Teaching allow for continued pedagogical growth and reflection of our teachers.

In addition to being an IB world school, we are also accredited by the Canadian Accreditation of Independent Schools (CAIS), and the British Columbia Ministry of Education. These organizations complement the global perspective that is inherent in the IB program, while also helping to ensure we maintain a current and relevant world-class educational experience.

Our Mission statement is Learning to live well with others, and for others, in a just community

Duties and Responsibilities:

     Director of Student Life Support

  • Document management of extended/international field trips
  • process insurance claims
  • send invitations to parent/students for trip information evening events
    create attendance list of trip participants/parents
  • book facility for information sessions
  • provide notarized letters, proof of enrolment, home stay information, flight itineraries and other documents required to facilitate visa applications or general trip information for all participants
  • complete documents to alert Federal Government of student travel outside of the country
  • collect participant registration forms for trips
  • receive and process fees
  • provide support documentation for trip chaperones (informational binder)
  • collect student emergency information into a trip binder & password-secured USB
  • Manage database for CAS and assists Director of Student Life
  • create reports for Director of Student Life to monitor staff CAS selection and student participation patterns
  • create clubs in Blackbaud each term for students and teachers
  • create and distribute student signup sheets to advisory teachers
  • create a facility calendar for CAS events/Clubs
  • Coordinate after school clubs for elementary school and Community, Activity, and Service Club rotation/rosters in partnership with Administrators
  • contact providers based upon request of the Director of Student Life, confirm their participation in clubs and book facilities for their use
  • type up the clubs schedule as indicated by the Director of Student Life
  • use the school website to facilitate online registration
  • ensure providers have insurance, signed contracts and criminal record checks
  • manage facility usage and master calendar bookings
  • maintain records of all clubs for reporting and tracking
  • enter all clubs into Blackbaud to track participation and facilitate billing
    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

Director of Environment and Risk Support

  • 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, day-hire, 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 (back-up)
  • Assist with school files and records, by sorting, classifying, coding and reviewing materials to ensure up-to-date 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 when required during sick, holiday and vacation times
  • 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 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.

Qualifications

  • Proven experience as an Administrative Assistant or similar role
  • Proficient in Microsoft Office Suite
  • Excellent written and verbal communication abilities
  • Detail orientated
  • Positive attitude and strong interpersonal skills
  • Ability to work independently and collaborativley in a team environment

Education and Experience

  • High School Diploma
  • Previous experience in a similar administrative role is desirable

Meadowridge School provides a fun, engaging, supportive, inclusive place to work and the opportunity to learn and grow with an exceptional community of professionals.  We offer a comprehensive total compensation package which includes:

Extended Health and Dental
Matching RRSP Program
Employee and Family Assistance Program
Wellness Program including an annual allowance
Access to the School’s fitness center and gym
Acres of forest and trails to explore in
Social events and staff lunches 
Extensive professional development opportunities

Please visit our website at meadowridge.bc.ca for more information about our school.

We are committed to fostering an inclusive and diverse workplace that values and celebrates individuals from all backgrounds, including BIPOC (Black, Indigenous, and People of Color), persons with disabilities, and LGBTQ2S+ (persons of all sexual orientations and genders). We encourage candidates from underrepresented communities to apply, as we believe in equal opportunities and diverse perspectives. We are dedicated to providing accommodations throughout the hiring process and during employment for individuals with disabilities, ensuring an accessible and inclusive environment for all.

Meadowridge School acknowledges it is located on the ancestral, unceded territory of the Katzie, the Kwantlen, and the Stó:lō First Nation. We value the opportunity to learn, live, play, and share educational experiences on this traditional land. Meadowridge School is committed to building strong meaningful relationships and positive partnerships with all the traditional keepers and stewards of this land.

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

To apply for this job please visit meadowridgeschool.bamboohr.com.

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