Office Assistant

Position:  Full-time Office Assistant (Posted Sep. 8/23)

Position Summary:
We are seeking a detail-oriented and proactive Office Assistant to provide essential support to our Administration team at Phil & Jennie Gaglardi Academy. The successful candidate will assist in maintaining efficient administrative operations, ensuring seamless communication, and contributing to the overall success of the school.

Duties and Responsibilities:

• Greet and assist visitors, parents, and students in a friendly and professional manner.
• Perform Receptionist duties such as, but not limited to, the following:
  • Answer phone calls; take and deliver messages
  • Direct inquiries to the appropriate department
  • Collate and maintain daily logbook
• Attend to student needs.
• Maintain a clean and organized reception area and office space.
• Assist in scheduling appointments; IEPs, student-led conferences, parent/teacher interviews. Experience Kindergarten, tuition meetings etc.
• Assist with maintaining the school's filing systems ensuring documents are organized and accessible; both paper and electronic.
• Provide and or coordinate medical attention for students/staff when needed.
• Support and assist with the coordination of school events, workshops, and student programs.
• Assist and maintain MyEd in three main areas:
  • MyEd Student Attendance – record and maintain student daily attendance records
  • MyEd Student demographics – includes contacts and their information
  • MyEd Student alerts – from here update the staff room and medical room’s briefing boards
• Additional attendance tasks include, but are not limited to, the following:
  • Coordinating daily ridership changes with the bus drivers
  • Friday’s hot lunch absences forwarded to PAC
  • Maintain a list of families who are away on vacation
• Assist with administrative tasks such as photocopying, scanning and faxing.
• Help with the coordination of student enrollment and registration processes.
• Develop and maintain all forms officially used by the organization.
• Develop/maintain a volunteer database to monitor CRC and DL expiry dates.
• Assist with coordinating volunteers for various tasks around the facility or for activities.
• Assist with scheduling and managing class field trip/activity/transportation requests ensuring the process is moving forward and or has been completed.
• Support the Leadership team and other staff with various administrative tasks as needed.
• Assist with annual start-up such as, but not limited to:
  • Create Email accounts; new staff & new students
  • Collate classroom parent email lists and student email accounts for accessibility
  • Process new student records; digital & paper systems
  • Collect and collate permission forms
  • cleaning and organizing the office space; assisting where needed
• Uphold a positive and welcoming atmosphere for all visitors and stakeholders.
• Handle sensitive information with confidentiality and discretion.
• Assist with the assembling and distribution process of student Report Cards
• Assist with annual End-of-the-Year tasks such as but not limited to the following:
  • Preparations for the Academy Awards: ordering and purchasing gifts and awards
  • Archive/remove former student emails
  • Assist staff and leadership team with various tasks
  • Prepare Certificates of Recognition
• As time permits, additional tasks requiring the skill set and knowledge within the office administration wheelhouse may be added to this position.
• Assist with After School Club registration and administrative tasks.

Qualifications:

• High school diploma or equivalent; post-secondary education is a plus.
• Previous experience in an administrative or office support role is preferred.
• Proficiency in using office software (Microsoft Office, Google Workspace, etc.).
• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Attention to detail and the ability to multitask effectively.
• Friendly and professional demeanour with excellent interpersonal skills.
• Ability to work independently as well as in a team environment.
• Familiarity with BC's education system and administrative processes is an asset.
• Strong problem-solving skills and a willingness to take initiative.
• Ability to adapt to a fast-paced and dynamic school environment.
• An intentional Christian

To be considered for the Office Assistant position, please submit the following: 

• A current resume with two professional references
• A copy of your Secondary/Post-Secondary transcripts
• A statement of faith and personal testimony

The successful candidate must be willing to sign a Statement of Faith and a Community Code of Conduct Agreement.  

Only applicants selected for an interview will be contacted. The posting will close when a suitable candidate is found.

Please send all required application documents by email to accounts@gaglardiacademy.ca or by mail to: 
Caron Mulgrew, Comptroller
Phil & Jennie Gaglardi Academy, 1475 Noel Avenue Comox, 
BC V9M 3H8