Administrative Assistant, Teaching & Learning and Career Education/ Post-Secondary, Senior School

Administrative Assistant, Teaching & Learning and Career Education / Post-Secondary, Senior School

Full-Time, Continuing Contract

Crofton House School offers a girl-centred learning environment for students from Junior Kindergarten to Grade 12. Here, every day students are motivated to strive for their best selves, embracing academic challenge and diverse experiences, guided by staff who know them and believe in them.

Bound by our belief in the power of girl-centred 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 school including you.

We offer extensive professional development opportunities, competitive compensation and a comprehensive benefits package.

Our 10-acre campus provides modern facilities, as well as beautiful outdoor spaces and a daily connection to nature.

The Administrative Assistant, Teaching & Learning, Career Education / Post-Secondary, Senior School plays a crucial role in ensuring the smooth operation of administrative tasks within the Senior School.

This position involves a diverse range of responsibilities including organizational support of the Assistant Director, Teaching and Learning, communication facilitation, coordination of academic events, registrarial work, academic record keeping and data analysis and report compilation.

The successful candidate in this role will collaborate extensively with other key members of the support team including the database administrator, administrative assistants to the Director, Student LIfe and Student Services.

Candidates will need to demonstrate that they are detail oriented,organized and data driven. An ideal candidate will demonstrate initiative and possess strong communication skills to effectively coordinate between the various functions of the senior school.

Key Accountabilities / Responsibilities :

Teaching and Learning :

Provide administrative support to Assistant Director, Teaching and Learning which includes booking space and scheduling meetings with parents, teachers and students

Manage and maintain data summaries, grade tracking and analysis on report cards and transcript updates, AP exams

Provide teacher support with reporting activities

Provide support for the organization of professional development activities

Provide support in the course selection process including data entry, course changes, course challenges, external credit entry, language exemptions

Act as primary liaison with the Ministry of Education and support ministry requirements including but not limited to academic record keeping, graduation assessments, student transcripts and TRAX uploads

Ensure PSRs (permanent student records) are up to date

Other duties assigned as required

Support Administrative Assistant, Director of Senior School in preparation of Grade 8 Admissions Assessment

Coordinate MySchool Student / Parent Communications in Grades 8-12

Support and provide coverage for front desk when needed

Career Education & Post-Secondary Counselling :

Support Career Education & Post-Secondary Counselling with the planning and logistics for events including post-secondary visits, student workshops, career conferences, information evenings, etc.

Support the post-secondary application process including the preparation and submission of transcripts, reference letters, and other supporting documents, as well as tracking applications and regularly updating the Admissions Officer Directory

Act as a primary liaison and oversee all functions of Naviance, the CHS platform for career education classes and post-secondary applications

Coordinate administrative tasks regarding all US and International Post-Secondary Application and work placement

documentation and Canadian application documentation including and not limited to the preparation and submission of transcripts, reference letters, and other supporting documents, as well as the tracking of applications

Create and maintain student files (transcripts, course planning, graduation checklist, questionnaires, research / application documents)

Support and schedule family meetings for each Post-Secondary Counsellor

Ensure accurate documentation of post-secondary final decisions, and prepare reports and year-end analytics as needed

Facilitate the running of reports for academic tracking and record-keeping of all senior students and identify any emerging concerns

Support students with their BCeID accounts

Coordinate all Career Education & Post-Secondary Counselling department recharges, ordering, mailing

Manage final school-issued grade 12 transcripts and Final BC Ministry Graduation transcripts

Manage transcript requests from both current students and CHS Alumnae

Other duties assigned as required and as related to the Career Education and Post-Secondary

Counselling Department

Skills / Attributes :

Previous experience in a fast-paced, professional work environment

Previous experience in a school environment is an asset with preference given to independent school experience

A high degree of accuracy in database information entry and retrieval

A high level of attention to detail along with the ability to see the big picture

Intermediate to advanced skills in Microsoft Office Suite (MS Word, Excel, PowerPoint) and Google suite

Knowledgeable in the use of Google applications including Google Drive and Gmail

Strong organizational and time management skills

Excellent written and oral communication skills

Strong interpersonal skills and collaborative working style

Willingness and ability to show care, warmth, and compassion towards confidential situations and sensitive matters that occur within the department

Ability to adapt well to change,prioritize and multi-task

High level of professionalism, with an ability to work autonomously with minimal supervision

Ability to work evenings and weekends on the rare occasion

First Aid certification an asset (willingness to undertake first aid certification is mandatory)