Administrative Coordinator

Administrative Coordinator

St. John’s School is seeking a qualified and experienced Administrative Coordinator. This is a full-time permanent position, supporting the Senior School and the Senior School Principal.

An IB World School, St. John’s School is an independent, co-educational, non-denominational, university preparatory day school situated in the Kitsilano neighbourhood of Vancouver. Serving 580 JK through Grade 12 students in an urban setting, St. John’s boasts a vibrant, accomplished, well rounded student community striving for excellence in academics, athletics and the arts. One hundred percent of graduates are accepted by the best post-secondary programmes around the world.

St. John’s is a member of the Canadian Accredited Independent Schools and the Independent Schools Association of BC, an associate member of the National Association of Independent Schools, USA and an IB World School offering the Primary Years, Middle Years and Diploma Programmes.

Visit www.stjohns.bc.ca for more information about the school.

Position Summary and Mandate

 The Administrative Coordinator acts as the communications gateway for the front office of the Senior School and supports the school Principals with administrative and scheduling tasks, coordinates student-related events, and assists the administration team in performing a variety of routine or project tasks. With a focus on customer service, organization, and communications, this position plays a key role in the overall internal and external community relations for the School. 

Key Accountabilities

Communications and Community Relations:

  • Acts as receptionist for the Senior School front office
  • Responds in a professional manner to all telephone calls and inquiries; screens calls and directs callers to the appropriate person
  • Greets students, parents, staff, faculty, and visitors to the school in a welcoming manner and acts as an information resource with any requests they may have
  • Takes the initiative to maintain detailed knowledge of daily and weekly events, and other School activities in order to fully respond to inquiries
  • Communicates effectively with other members of the administration team to enhance workflow and overall operations of the School
  • Attends regular administration team meetings and actively contributes information and knowledge gained from daily interactions at the front office

Administrative Tasks:

  • Maintains and tracks attendance at Senior School in compliance with Ministry of Education requirements and follows up with parents and students who have not provided late/absence notes as required, logs teacher absences and attendance for Teachers on Call
  • Performs administrative scheduling tasks as requested by the School Principal or Program Coordinators, such as calendaring, booking appointments, and scheduling a variety of parent and internal meetings; facilitates the booking and set-up of meeting spaces
  • Attends meetings as requested.
  • Processes outgoing correspondence to parents or the internal school community; field trip, travel lists, prints mailing lists, labels, name tags, maps or other documents as required or requested
  • Proofreads and formats forms, memos, award documents, and correspondence and organizes their distribution for the Senior School Principal and Assistant Principals
  • Assists with student event administration and co-ordination as requested including graduation, and other events or tasks as requested. Additional hours may be required on weekends.
  • Receives School forms and payments submitted by parents in person and forwards to appropriate individual for processing
  • Updates the website calendar for daily and weekly events,
  • Updates and maintains room booking calendars
  • Sorts and distributes mail, receives, and arranges courier packages
  • Develops and updates a procedures manual for the assigned Reception desk, ensures all contact information is current and complete
  • Other duties as required: filing, hospitality for visitors
  • Preparation and maintenance of a manual for key administrative tasks
  • Any other tasks that the Senior Principal or Executive Assistant to the Head of School as required
  • Maintains inventory of house shirts and school ties

The People

  • Reports to: Executive Assistant to the Head of School
  • Takes instruction from: Senior Principal and Executive Assistant to the Head of School
  • Key internal interactions: Senior School Principal, faculty and administration staff
  • Key external interactions: students, parents, visitors

Success Measurements

  • Positive feedback from the School Principal and parents as to how well inquiries are being addressed
  • Senior School Principal is receiving the administrative support they need to manage their calendar and meeting commitments effectively
  • Accuracy and completeness of all tasks performed, and documents processed, including attendance records, correspondence, materials prepared for student events; attention is paid to proper formatting and grammar   
  • Taking the initiative to ask questions and self-educate to better understand the school’s programs and operations, continuously striving to learn more to better serve the School community

Qualities

  • Committed to building strong relationships with a variety of constituent groups
  • Ability to demonstrate sound judgment, tact, diplomacy and discretion
  • Strong oral and written communication skills
  • Ability to prioritize and handle multiple tasks simultaneously
  • Strong attention to detail and able to work under pressure
  • Able to work independently and collaboratively to accomplish goals
  • Strong interpersonal skills, including flexibility, patience, and integrity

Qualifications

  • Completed bachelor’s degree
  • 2-5 years of experience in related field

To apply for this job please visit www.stjohns.bc.ca.

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