Logistics Coordinator
Senior School
Part Time – 25 hours per week
Starting: August 2025
About York House School
It all began on the corner of Granville and 28th where seven fearless women welcomed 17 students to the very first York House School in 1932. Nearly a century later, thousands of students have found their unique path and purpose at YHS. Our School has since grown into one of Canada’s leading independent schools for girls. Today, we serve approximately 700 students from Junior Kindergarten to Grade 12.
At York House School, our Vision is clear: seeing the world as it is, and imagining what it could be, we aspire to create a transformational experience for students who are empowered to reshape the future.
Our Mission
We are dedicated to creating an environment that elevates the mind, celebrates uniqueness, inspires creativity, and encourages discourse.
Why Join Us?
At York House School, we’re fostering a learning environment where creative exploration, courageous conversation and deep intellectual engagement are equally celebrated. This bold approach requires a highly skilled, diverse and energetic team of committed faculty and staff. Please check out our Spark Strategic Plan to learn more.
If you are passionate about education, excited by the opportunity to inspire future leaders, and eager to be part of a vibrant, forward-thinking community, we would love to hear from you.
About this Role
The Administrative Assistant will report to the Vice Principal of Student Success and well-being and will coordinate logistics at the school, including managing the scheduling of the Teacher on-call workforce, coordinating transportation for athletics and field trips at the Senior School and providing administrative support for the Senior School.
Teacher On-Call Scheduler Responsibilities
Responsibilities include various activities, from interacting with teachers and staff, scheduling software manipulation and updating, and performing organizational and administrative tasks to employee program participation. This role is integral to supporting and ensuring the effective functioning of key operations.
- Coordinates the daily coverage of faculty absences with on-call staff for the whole school, utilizing scheduling software and spreadsheets
- Manages and updates the scheduling software as personnel changes occur and system configuration changes are needed
- Receives requests for coverage, coordinates a match with an on-call staff member
- Liaises with department heads or teachers for details of class coverage lesson plan
- Has oversight of TOC and all associated processes, including:
- Managing roster and human capital
- Manages the approval and input of TOC payroll and scheduling software and TOC Google folders
- May participate in scheduling other staffing activities
- Work with the VP of Student Success on “On-Call” assignments and set it up in Smart Find Express.
- Make sure that all paid/unpaid and sick leave is used responsibly, and if overused, communicate the pay adjustment with the Finance Department.
- Coordinate the transportation for co-curricular and curricular field trips
- Create and collect permission forms for field trips and create chaperone folders
- Updating and oversight of various calendars, including excursions, assessments (provincial exams) and internal school events and bookings
- Other administrative duties as required
Administrative and Coordination Responsibilities
- Coordinate the transportation for athletics and curricular field trips
- Create and collect permission forms for field trips and create chaperone folders
- Updating and oversight of various calendars, including excursions, assessments (provincial exams) and internal school events and bookings
- Input updates or revisions to policies and procedures
- Other duties as assigned
Qualifications
- Background in Education, Hospitality Management, Retail management or other related service industry
- Two or more years of experience in an Administrative Assistant role is an asset
- Prior school experience and in a unionized environment, an asset
- Two or more years of experience with managing staff schedules as an asset
- Willing to work a varying schedule
Knowledge Skills and Experience
- Experience in managing software’s backend to keep it current and updated
Adept at developing procedures with a systems approach to simplify and streamline activity - Maintains confidentiality and privacy while working with personnel information
- Demonstrated ability to communicate effectively with various personnel to ascertain and disseminate information timely with empathy and friendliness
- Ability to exercise discretion, sound judgment, patience
- Calm demeanor in addressing pressing situations
- Experience in problem-solving and decision making, considering many variants
- Experience with file management and revision control
- Demonstrated experience in managing time well, prioritizing activities, project management and follow-through of initiatives and activities
- Demonstrated ability to build trusting relationships and inspire collaboration and teamwork
- Demonstrated ability to approach ambiguous or conflicting situations with curiosity
- Excellent communication and interpersonal skills
- Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) as well as proficiency with Mac, Google Docs and Gmail, advanced spreadsheet skills, experience conducting mail merges, database experience
- Adaptable and works well in an environment with multiple activities occurring
- Sense of humour
Review our Careers Page.
Please apply online here.
This posting will remain open until the position is filled. Qualified applicants are encouraged to apply as soon as possible, as applications will be reviewed as they arrive. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Compensation: hourly rate is $29.37 per hour, as outlined in the Collective Agreement with BCGEU.
To apply for this job please visit workforcenow.adp.com.