DP Administrative Assistant

DP Administrative Assistant

  • Administration
  • Vancouver

Job Description Title:  DP Administrative Assistant

Department: Finance

Reports To:  Controller

Supervises: There are no direct reports for this position


Scope of Position

The DP Administrative Assistant (“DP AA”) provides administrative support for staff within the DP Building, manages the reception area and acts as the information centre in the DP Building. A member of the Finance Department, the DP AA provides administrative support to this team through the completion of administratie accounting duties. The DP AA also works closely with the Admissions team to help manage daily admissions inquiries, tours and school visits. In addition, the DP AA works collaboratively with the Senior School Principal, Vice Principal and DP Coordinator to support safe student flow, maintain accurate attendance records, and perform key functions in the event of evacuations and emergencies. A team player, the DP AA contributes to the continuous improvement of systems in support of school operations and student safety.

Qualifications and Experience

●      2+ years of administrative assistant experience (preferred)

●      Experience using Google Workspace applications, Microsoft Word and Excel

●      Independent school experience (preferred)

Skills and Attributes

●      Self-motivated, team player

●      Strong interpersonal and communication skills

●      Well organized and detailed oriented

●      Effective time manager

●      Cheerful disposition

●      Ability to work independently and manage a variety of tasks concurrently

Position Responsibilities:



●      Manage front door activity with a concurrent commitment to a warm welcome and security (greet guests, direct traffic, ensure visitors are signed in and given appropriate badges for identification)

●      Answer phone calls and transfer phone calls

●      Ensure front reception area and waiting area are neat and organized

Attendance and record keeping

●      Maintain up-to-date attendance records, emergency and medical information, and lists for emergency purposes

●      Call home when a student is not in class if we have not already received written notification excusing their absence

●      Provide late slips to students who arrive after the start of the school day, and update the attendance system after their arrival

●      Ensure written absence notes are collected and supplied for all student absences

●      Provide attendance record summaries to administration as requested

●      Plays a key role in evacuations/emergencies by maintaining accurate daily attendance records and working directly with advisory teachers to confirm student attendance upon evacuation

●      Ensure teachers provide appropriate accident reports to the Vice Principal/Principal for injuries incurred while under their supervision in the DP building or on appropriate field trips

●      Email home if a student is not in class and the school has not already received written notification excusing their absence

●      In the event of three continuous days of absence, immediately contact the Principal if the student is missing, even if notification has been received from the parents/guardians

●      Provide late slips to students who arrive after the start of the school day, and update the attendance system after their arrival

●      Maintain student sign in and out procedures for off campus appointments and lunches

Administrative Support

●      Greet all DP visitors and promptly notify staff when their guests have arrived

●      For Admissions and Finance visitors, ensure they are directed to appropriate staff team

●      Provide additional administrative support required by the Admissions, Advancement and Diploma Programme administration

●      Support stationary purchasing requirements for the DP staff


●      Disbursing invoices to all relevant staff members, ensuring all returned invoices meet the criteria, i.e. coding, approvals, processes

●      Assist in management of the school Amazon account

●      Distribute and mail cheques to external parties. File related documentation and backup in Finance’s files.

●      Manage transit and ferry pass ordering, distribution and reconciliation with Junior Accountant

●      Support weekly credit card reconciliations

●      Create vendors files, ensuring clear labelling, and proper filing

●      Assist other Finance team members with EID Refunds, ASC payments, and other items as they arise

From time to time, the DP AA will be asked to perform other duties related to the effective administration of the DP building and school as a whole.

Application Process:

All interested applicants should forward a cover letter and resume, attention Controller, to [email protected]

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

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