School Office Administrator

Job Description – Office Administrator Maternity leave year

The School Office Administrator is a full-time, maternity leave salaried position with a 10-month work schedule, beginning August 25, 2025 for the 2025/2026 academic year and ending in 2026/2027 academic year. The School Administrator will report directly to the Head of School.

Position Overview

The School Office Administrator is the first face welcoming of the school office, providing a warm and welcoming atmosphere for students, staff, parents and visitors. They also complete administrative tasks and support the school administration.

The School Office Administrator’s essential duties and responsibilities are as follows:

• Answer incoming phone calls in a pleasant, informed manner for the purpose of providing and creating a positive image and first impression of the school
• Act as the first point of contact in person, over the phone, and via email for all questions and concerns
• Greet all incoming students, families, and visitors respectfully and professionally, determining their needs, checking scheduled appointments, and directing them to the proper person
• Check voicemail messages left in school’s general mailbox on routine basis and distribute accordingly those messages needing immediate attention
• Receive and distribute miscellaneous materials such as school supplies, student lunches, forms, homework, assignments, athletic equipment, etc. left with the front office for students by their parents, and/or others
• Be knowledgeable and current on school activities, programs, and events related to the school calendar
• Require all visitors to sign-in and identify themselves.
• Take and enter daily attendance of the students
• Safely check students in and out and monitor requests for early dismissals and absenteeisms
• Work closely with administration regarding care for students, especially in cases of illnesses and emergencies, including contacting parents and administration of basic first aid
• Copy and organize materials for teachers and administration
• Distribute weekly lunch programs
• Manage lost and found
• Manage and create Ontario Student records (OSRs) and ensure they are up to date
• Manage and distribute term report cards
• Oversee facility maintenance services as needed, including yearly fire and kitchen inspections
• Sort and distribute incoming mail, documents, books, materials and supplies following established procedures and deliver mail and other material to staff when needed
• Managing stock, and ordering supplies and resources for teachers, classrooms, and offices, including student gym wear and house group items
• Communication with parents regarding overdue payments, and assist in billing-related inquires
• Support staff with organizing and coordinating field trips, extracurricular, and special events, including ensure all parent volunteers police checks are completed
• Maintain records of teachers hours and submit to payroll office bi-weekly
• Receive deliveries from outside supply and delivery services; arrange for the distribution to proper recipients
• Maintain regular communication with families via our school platform as needed (general, security, weather, sports and dismissals)
• Arrange supply teachers and ensure they are set up with schedule and lesson plans and necessary resources from absent teachers
• Collect and organize school related invoices and receipts related to programs, teachers needs and expenses
• Manage before and after school program
• Support Director of Administration during re-registration time
• Assist Head of School with administrative duties as assigned

Perform other duties as assigned.

Computer Skills

To perform this job successfully an individual must have knowledge of Microsoft Office Suite, (Word, Excel, OneNote, Power Point) and a familiarity with Google Workspace

Qualifications

Typically the required knowledge, skills and abilities are obtained through successful

completion of Grade 12 coupled with at least one year of Office Education or

secretarial training from a post-secondary institution acceptable to the Board.

Knowledge, Skills, and Abilities

• Knowledge of good telephone etiquette with the ability to deal tactfully and confidently with callers and visitors

-Demonstrated knowledge in the operations do basic maintenance of office equipment

-Demonstrated knowledge of methods and procedures used in maintaining an office

-Working knowledge of and ability to operate within Board policies and procedures

- Ability to maintain accurate records and documentation and provide recommendations to the Head of School

- Excellent interpersonal Rand communication skills, both verbal and written

- Working knowledge of current technology and software assosaited with the duties and responsibilities of this position

- Ability to work independently with minimal supervision demonstrating sound judgement and decision making skills to ensure quality of work meets expected standards

- Ability to establish and maintain effective working relationships with all staff, students, and the public demonstrating tact and diplomacy

- Ability to conduct oneself in a professional manner appropriate to an educational institution that provides services to children including strict attention to confidentiality of school operations and student information

- Organization skills that allow for multi-tasking and flow of information from different areas of the school to the personal that require that information.

• A courteous and pleasant personality
• Strong organizational skills for multi-tasking and prioritizing responsibilities
• Must possess sensitivity to confidential information and hold a high standard of integrity
• Work with courtesy, tact, and diplomacy in dealing with others, and the ability to work as part of a team

Strong candidates will also embrace the school’s organizational values:

• Community and partnership in the common pursuit of forming intelligent, virtuous citizens
• Excellence in teaching and learning
• The virtues we aim to teach our students: prudence, justice, fortitude, kindness, gratitude, perseverance, and compassion.

Compensation, Benefits and Hiring

Pay is competitive and commensurate with experience and qualifications. Benefits offered for full-time employees include health benefits, paid vacation, personal days, and paid holidays. All employees will be required to pass background checks, including both a criminal records check and Vulnerable sector check.

Candidates must be willing to participate in applicable safety training, work-related professional development, in-service, or courses of study as needed.

The duties and responsibilities listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the role expectations if the work is similar, or a logical assignment to the position.

Job Type: Full-time

Pay: $1.00-$10.00 per year

Schedule:

• Monday to Friday

Language:

• English (preferred)

Work Location: In person

Expected start date: 2025-08-25