Administrative Assistant, Student Services, Senior School

Administrative Assistant, Student Services, Senior School

Administrative Assistant, Student Services, Senior School

Full-time, Continuing Contract



At Crofton House School, we inspire girls to discover and pursue their personal excellence from the first day of junior kindergarten to grade 12 and beyond.

Bound by our belief in the power of all-girls education, Crofton House School fosters a strong sense of community among educators, staff, students and families. Here, everyone can contribute to the strength of our learning environment – including you.

Crofton House School is welcoming applications for a Senior School, Administrative Assistant. Reporting to the Assistant Director, Student Services this Administrative Assistant is the face of the Student services department, ensuring they welcome all visitors and students by greeting them, in person or by phone, and answering or referring inquiries. Further, they are responsible for booking appointments for all members of the Student Services department and letting counsellors know when their appointments arrive.

You would join a supportive and engaged team of three other Administrative Assistants who support the Senior School’s administration to develop a vibrant and cohesive school experience for students, staff and parents. Your day would be anything but dull. Immersed in the life of the Senior School, you will experience the energy of this positive community, interacting throughout the day with students, teachers and parents. 

This role is required to work in-person on campus. 


Provide general administrative and project management support to Assistant Director, Student Services, and all members of the department
Provide general reception coverage, fielding queries, directing guests and students, managing calendars for all members of the department, while maintaining a high level of confidentiality and professionalism
Prepare general correspondence, presentations, and reports
Act as the primary liaison with the Ministry of Education, compile and maintain student academic records in compliance with ministry guidelines and report to the ministry as required
Facilitates graduation program assessments with the Ministry of Education, including registration and ensure proper record keeping of marks and grades after each exam session
Facilitates the academic tracking and record-keeping of all senior students to ensure they are on track to completing Graduation Program requirements and credits
Process new student enrollments, including requesting academic record transfers from previous schools, and coordinating equivalency and challenge processes  according to Ministry guidelines
Coordinates with senior teachers and Assistant Director, Student Services during the multiple reporting periods throughout the year, to ensure accuracy of grades for transcripts 
Compile and maintain student records
Act as the primary liaison with IT Manager, and Naviance for student services related tasks
Respond to students who are in need of support, or who are in crises and finds a counsellor or the Assistant Director to support them
Liaises with Admissions department to coordinate transfer of new student records, as well as any withdrawals throughout the year to ensure proper processing, transfer and storage of students’ academic files
Coordinate all student Services Events: catering, room bookings, IT needs
Update Student Services Website pages 
Upkeep of all areas of the department, and restocking of supplies
Coordinate all department recharges
Update My School attendance records for students missing classes for appointments and Independent Studies
Process PEN Report from Ministry of Education and record changes to student demographics made throughout the year, such as legal name changes, custody/legal updates
Collaborate with the IT Manager on various TRAX updates throughout the year. Identifies and resolves any errors in the data to ensure Ministry records are accurate and consistent with MySchool records

Course Planning and University Application Process:

Facilitate senior school course planning process, including processing and coordinating course changes, inputting data, and  issuing timetables to students
Coordinate independent studies courses, exam registrations, and enter final marks into the database
Handle student queries regarding university application and admission process
Coordinate administrative tasks regarding University Application process, including supporting the Post-secondary counsellors in the preparation and submission of transcripts, reference letters, and other supporting documents, as well as the tracking of applications. Ensure accurate documentation of university final decisions, and prepare reports and year end analytics if required
Act as a primary liaison and oversees and maintains all functions of Naviance, specifically data entry ( uploading/inputting marks, data uploads of classes), posting of articles and other announcements, submit supporting documents, print reports, and assists others (parents, students, staff)
Submit US and International university application documentation when required
Prepare and submit transcript requests for CHS alumnae
Other duties assigned as required and as related to the department

Knowledge, Skill, Ability, Experience, Attitude

A minimum of 3 years previous administrative or executive assistant experience
A desire to be part of a team whose roles are integral to the smooth operation of the Senior School and who, as a group, have autonomy over their individual and collective roles
A genuine interest in spending your day with students, Grades 8 to 12
Well-developed interpersonal skills evident in face-to-face, telephone and electronic communication
Strong organizational skills that are demonstrated through proactive planning, excellent documentation and clear communication
An understanding of risk management and mitigation strategies related to student health and safety
An ability to discern which decisions require consultation and which can be decided upon independently
A self-starter; willing to take the initiative to develop and/or improve activities and events
An ability to work independently
Effective oral and written communication skills
An understanding of school routines, events and operations, an asset
Strong IT skills with experience over a range of platforms with willingness to learn
Knowledge of Google Suite applications is preferred
Up-to-date First Aid certification (training can be provided)

Employment and Application Details:

Employees of Crofton House School receive competitive compensation, including participation in Crofton House Pension Plan (RRSP), an Employee Assistance Plan and ‘Wellness Program’.  Please note that applicants must be able to legally work in Canada.

Apply online at  We will review applications as soon as they are submitted. 

We thank all candidates in advance. We will, however, contact only those selected for an interview. No phone calls, please.

About Crofton House School

Crofton House School is a university preparatory day school for girls from junior kindergarten to grade 12. Set on a beautiful ten-acre campus in Vancouver, we offer an inclusive, supportive community of dedicated teachers, involved parents, and enthusiastic students. Collaborative, student-centred, inquiry-based education and world-class facilities create a unique learning environment where each girl can reach her full potential.

To apply for this job please visit

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