Start Date: August 29, 2022
Job Description Title: MYP Administrative Assistant (AA)
Hours of Work: 12:30pm-5:30pm
Reports To: Senior School Principal
Department: Senior School
Position Rationale and Goal:
The MYP Administrative Assistant provides administrative support for the Principal of the Senior School and oversees the smooth operation of activities in the MYP building. This includes management of the reception area and acting as the information centre. The MYP AA also provides support for staff as assigned by the Principal, often assisting with administrative duties. The MYP AA must take initiative for the continuous improvement in the efficiency of systems to support the school.
Candidate Profile and Qualifications:
Qualifications should include:
● 2+ years of related experience; independent school experience preferred as an understanding of, and affinity for, independent school education is a strong asset
For this position, the ideal candidate will have:
● Strong interpersonal communication (verbal and written) skills
● Exceptional computer skills in the Google Suite, Microsoft Office and/or other databases
● Proven ability to work quickly, efficiently and accurately on assigned tasks
● Ability to meet deadlines
● Strong proactive team player, flexible and self-motivating
● Ability to work independently and manage a variety of tasks concurrently
1.Teacher coverage, K-12
a.Support the MYP Administrative Assistant (6am-2pm) in arranging teacher coverage for all classes K-12: communicate with Teachers on Call and absent teacher, facilitate lesson plan transfer for all coverage requests, maintain records of coverage calendar, ensure any classes without a teacher are assigned a supervisor teacher (e.g. late arrival of teacher due to traffic)
2.Office Administration and Reception
a.Manage front door activity with a concurrent commitment to a warm welcome and security (greet guests, direct traffic, ensure visitors are connected to the school, signed in and given appropriate badges for identification);
b.Answer phone calls, and responding or relaying them as required;
c.Ensure front reception area and waiting area are neat, organized, and any communications (brochures, announcements, posters) are up-to-date;
d.Manage forms including field trips, outdoor experiential education, etc.; and
e.Ensure hard copies of all forms are available and accessible for staff.
f.Maintain general office stationery and supplies
3.Attendance and record keeping
a.Maintain up-to-date attendance records, emergency and medical information, lists for emergency purposes, etc.;
b.Call home when a student is not in class if we have not already received written notification excusing their absence;
c.Provide late slips to student who arrive after the start of the school day, and update the attendance system after their arrival; and
d.Ensure written absence notes are collected and supplied for all student absences.
e.Provide regular attendance record overview to Principal.
f.Emergency Procedures: maintain daily records for emergency procedures, oversee student attendance, working directly with advisor teachers to confirm student attendance upon evacuation.
Support for the Principal of the Senior School
Work with the Principal of the Senior School to provide them with ongoing support for grades 6-12. This may include managing calendars, booking appointments, assisting with exam invigilation schedules, supporting organization of staff events, and more, as required.
Maintain First Aid Kits in MYP: regular inventory assessment, stocking, and sign-in/out procedures. Work with the DP Administrative Assistant to ensure inventory and stocking is up to date across the Senior School.
This position will work on all days that school is in session.
All interested applicants should forward a cover letter and resume, attention Senior School Principal, to [email protected] We thank all applicants for their interest in working at Stratford Hall. Only shortlisted candidates will be contacted. This position will remain open until filled.
We are committed to supporting a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers, including applicants from historically underrepresented groups such as BIPOC (black, indigenous, and people of color), persons with disabilities, and 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability and require accommodation in either the recruitment process or on the job, we will work together with you to provide the reasonable workplace accommodations you need.
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