SCHOOL OFFICE ASSISTANT 

The School Office Assistant is responsible for a variety of duties that are central to the efficient and smooth operation of the School Office, and to facilitate effective communication within the School.  Responsibilities of the role are to work closely with the Receptionist to support day-to-day School Office activities and functions and to provide school database administrative support. The successful candidate is data savvy, comfortable working with technology and provides exceptional customer service. This is a permanent, full-time position that has potential to be either 12-months or 11-months with one month off during the summer. The role is in-school with the core working hours of 7:30 AM - 3:30 PM. 

KEY RESPONSIBILITIES

• Represent the School in a professional manner; ensure a welcoming environment for community members in-person, on the phone, and through online correspondence;

• Support the administration and daily operations of the School Office, in accordance with the policies of the School; and act as liaison for parents related to daily school operations;

• Lead on the student database system for the School Office including accurate data entry, data maintenance, and the production of reports as required;

• Coordinate school entry and exit processes including traffic and active travel management; initiate a transit discount program and facilitate carpooling opportunities within the community;

• Support the Receptionist as back-up for breaks and absences, and act as back-up for faculty coverage coordination;

• Help to coordinate the food service program, annual student photos, and other auxiliary services;

• Assist in preparing the January/June Registration packages and the July/August back-to-school electronic mailings, including follow-up as required;

• Provide administrative assistance to the Director of Student Life including, but not limited to:

  • Coordination and booking of buses for school trips and athletics;

  • Assistance with administration of house points; and

  • Assistance with the coordination of school emergency evacuation drills and procedures;

• Coordination of facility rentals by external parties in liaison with the Facilities Manager;

• Assist the School Office team with the organization and management of school events;

• School Office related communication including posting notices in Edsby and enews, and emailing staff about procedural/operational matters, as needed;

• Assist with school calendar information entry on the School website and staff calendar; and

• Other duties as assigned by the School.

QUALIFICATIONS, EXPERIENCE AND ATTRIBUTES OF OUR IDEAL CANDIDATE

• Post-secondary degree or diploma and a minimum of two years administrative experience;

• Strong technical skills and database experience; student database experience an asset;

• Excellent customer service skills including superior written and verbal communication and experience cultivating relationships and connecting with a diverse range of people;

• Strong understanding of tact, diplomacy, empathy, and confidentiality;

• Proficient in Google Suite and Microsoft Office; adept with spreadsheets, including creation of formulas and manipulation of data; ability to help streamline processes using available technology;

• Excellent project management and problem-solving skills; a critical thinker with solid analytical skills, accuracy and attention to detail;

• Interest and enthusiasm in working with young adults and children; and

• Criminal record check is required as a condition of employment.

DIVERSITY & EQUAL OPPORTUNITY

St. Clement’s School is committed to diversity, equity, and inclusion.  We value each community member’s identity and well-being.  Together, we learn and grow by embracing multiple perspectives, experiences, and cultures.  Our differences are our strengths. 

St. Clement’s is an equal opportunity employer and we encourage applications from all qualified candidates. Accommodations will be provided upon request to support applicants with disabilities throughout our recruitment process. Should you require an accommodation please advise us during our initial conversation and we will work with you to meet your needs. 

ABOUT OUR SCHOOL

Founded in 1901, St. Clement’s School is one of Canada’s leading independent schools for girls.  We’re a close-knit, dynamic community of approximately 460 students from Grade 1-12 who live, learn and grow together under one roof.  St. Clement’s is recognized for its longstanding commitment to academic rigour and excellence in a small, nurturing environment.  At SCS, every student is known and valued.

We offer a competitive compensation and benefits package, including participation in the Ontario Teachers’ Pension Plan.  We support and encourage ongoing professional development and leadership opportunities.  To learn more about SCS and our career opportunities, please visit our website at https://www.scs.on.ca/about-scs/careers/.  

HOW TO APPLY

This posting will remain open until the position is filled. Qualified applicants are encouraged to apply by submitting an application at http://stclements.simplication.com/ including a resume and cover letter, as soon as possible.

We regret that only those selected for an interview will be contacted.