Office Administrator

Maria Montessori Academy is an independent school in Victoria offering dynamic, hands-on learning to just over 300 students from Preschool to Grade 12. MMA is an excellent working environment that is focused on community and connection.

We are currently seeking a part-time?Office Administrator. The school is not open on statutory holidays, Christmas Break, or Spring Break. This position would be 0.5 FTE, for three months, with the possibility of extending the position for the right candidate. It is a salaried position with extended health benefits, paid sick time, and paid time off.

The ideal candidate is looking to work in a family-oriented, team-centric environment and is open to a fun and social experience on an amazing team. The successful candidate will have a strong work ethic and the ability to multitask. We are looking for someone who is kind, friendly, and empathetic.

The Successful Candidate Will Have/be

Advanced training/skill in Microsoft Office Suite (especially Word/Excel)

Experience with/or willingness to learn MyEd Student Management System

Experience with applications such as Mail Chimp, Sign-Up Genius, Google Calendar

Proficient with Outlook mail/calendar management

Standard First Aid CPR C, or willingness to receive training

Highly organized

Detail oriented

Strong working memory

Calm under pressure

Maintain privacy/discretion

Can thrive in a busy office, with the flexibility to juggle competing priorities, constant interruptions, and pivot as needed

You will be working with a team of two other full-time office administrators to execute the roles and responsibilities outlined below.

Role and Responsibilities of Office Staff

Executive Support

Assistance with and submission of Ministry of Education School Data Collection Forms 1601, 1602

Submission of MMA Board Societies Registration

Formatting and editing of handbooks and other policy documents

Registrar

Create and update prospective student information brochures

Create, update, and accept prospective student application forms

Organize student selection visits, and send via email offers of acceptance

Submit records requests for incoming students

Mail student records for outgoing students

Registering students in MyEducation BC

Managing Student Academic Records

Maintain record management systems in accordance with policies outlined by the school and the Ministry of Education

Application for Personal Education Numbers

Enter student courses into MyEd

Provide timely information to the Ministry of Education for reporting purposes with MyEd downloads

Registering students for Provincial high school graduation assessments

Posting, printing, distribution and filing of report cards Preschool to Grade 12

Update student records for incoming and outgoing student files

Maintenance of student record archives and scheduled shredding

Generates reports as mandated by the government for information or funding purposes

Financial Responsibilities

Liaise with Financial Comptroller

Update and submission of Ministry School Data Collection Form 1701

Prepare receipts and donation tax receipts as required

Accept cash and cheques, write receipts

Collection And Management Of Student Personal And Medical Information

Collect and track student health information

Compile medical alerts information (e.g. anaphylaxis/seizure disorder)

Provide Office Administration Support

School Calendar Management (Outlook/website/hard copy/newsletter)

Design, composition, and distribution of weekly school newsletter

School supply order

Design and creation of the yearly family and staff directories

Liaise with uniform company and uniform list management

Reception duties

Daily attendance reconciliation

Provide Teacher/staff/student/family Support

Assistance with colour printing, photocopying, and general copier use

Disseminating information to families via email on behalf of teachers (e.g. field trip notices, class newsletters, etc.)

Creation of high school course selection forms

Provide monthly attendance sheets for attendance record keeping

Provides first aid assistance to students and staff in case of injury or illness

Set-up and schedule parent-teacher talk appointments

Information Technology Support

Office 365 teacher support

Coordinating assistance with Blackman Support if needed

MyEd access setup/support

MMA Parent Group Support

Creation and dissemination of MMAPG information via email

Assistance with printing/copying

Advertising of monthly MMAPG meetings in newsletter and via email

If you think you are the right person for this job, please submit your resume & cover letter to Miss Christine, Principal. We thank all interested applicants, but only those shortlisted for an interview will be contacted.