Administrative Assistant

Administrative Assistant

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 admissions-related 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
  • 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
  • Ability to communicate effectively by phone, email and in person
  • Resourceful and an excellent multi-tasker
  • 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 to Human Resources via email to: [email protected] Applications without cover letters will not be considered. No phone calls or drop-ins, please. 

We thank you for your interest, but only shortlisted candidates will be contacted.

To apply for this job email your details to careers@urbanacademy.ca.

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