Administrative Assistant, Reception

ADMINISTRATIVE ASSISTANT, RECEPTION

Greenwood College School (Greenwood) was founded to inspire students to venture further in order to prepare them for the challenges and experiences of life. We are a co-educational independent day school for students in Grades 7 through 12. Our small, supportive community allows students to feel positive and engaged each day, while our trailblazing approach to personalized education challenges every student to grow. Greenwood’s professional culture is highly collaborative. Accordingly, the successful candidate must demonstrate a willingness to collaborate with colleagues.

The incumbent in this position is the first point of contact for all visitors and phone inquiries to the school. The Administrative Assistant, Reception also ensures accurate attendance is taken daily and supports Reception in all areas.The school is hiring for each of the two shifts below. Please indicate the shift preference in your cover letter.

Reports to:Executive Assistant to Principal | Manager, Main Office & Reception

Term:Full-Time, Permanent

Start Date:Wednesday, August 20,

Hours of Work:Morning Shift: 6:45 am - 2:45 pm or Afternoon Shift: 10:00 am to 6:00 pm

* work hours may change or vary depending on the school’s needs

PRIMARY RESPONSIBILITIES

Reception

• Work as part of an administration team fulfilling Reception duties
• Maintain ongoing presence at Reception
• Greet and welcome visitors, staff, students and members of the community in a friendly, positive and helpful manner
• Receive and direct incoming calls to the appropriate staff
• Maintain visitor logs for staff, students and guests through the sign-in and sign-out process (kiosk and/or visitor log book)
• Organize lost and found items
• Receive and log deliveries to the school
• Update student records for the academic department on a daily basis (MAC, LAC & HSC)
• Distribute and track temporary day café passes to students as required
• Manage parent and student drop-offs
• Update and maintain staff mailboxes
• Maintain an orderly and tidy reception and foyer area
• Monitor and maintain inventory of office supplies and place orders when necessary
• Coordinate the repair and maintenance of the Reception printer and postage machine
• Provide administrative support as required to the Main Office. This may include but is not limited to filing, data entry, distributing & maintaining first-aid supplies, form collection & follow-up, etc.
• Perform other duties and special projects as assigned

Attendance

• Ensure attendance records are submitted by all teachers for every period
• Monitor and update attendance records by checking messages, reviewing daily attendance reports, following up with teachers and parents for unknown absences and recording planned absences such as athletics, field trips and school excursions
• Record and update attendance records for late student arrivals and/or early departures
• Produce and update relevant attendance reports, notifying Vice-Principals of patterns in students’ lates and absences
• Assist with the coordination of evacuation drills

Mail

• Manage incoming deliveries and couriers; receive, sort and distribute incoming mail
• Prepare, post and log outgoing mail daily and ensure appropriate postage and handling
• Manage postage level in postage machine and request postage as required
• Order couriers as required; verify invoices for couriers and submit with established spreadsheet to the Business Office for processing

Knowledge, Skills and Requirements

• Ability to follow direction, be flexible and work collaboratively as a member of a team, as well as independently
• Ability to maintain confidentiality and work within protocols and procedures
• Three to four years of experience in a service-oriented office environment
• Excellent knowledge of customer service principles and practices
• Ability to work in a face-paced and busy environment, managing a variety of tasks concurrently and performing well under pressure
• Excellent verbal and interpersonal communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple projects and deadlines and adjust priorities accordingly
• Proficient in the use of Google Applications, Word and Excel
• Ability to operate photocopy equipment and postage meter
• Able to work some overtime and have flexibility with hours when required

CONTACT INFORMATION

Interested applicants should send their resume to the attention of Ken Reed, Manager, Human Resources, via email to . We thank all applicants, however, only those candidates selected for an interview will be contacted.

Greenwood is committed to creating and sustaining a diverse, equitable and inclusive environment for staff, students and families. We aim to embrace individuals whose differences include, but are not limited to: age, ancestry, citizenship, colour, creed, disability, ethnic origin, family status, gender expression, gender identity, marital status, place of origin, race, and sexual orientation. Greenwood is an equal opportunity employer and welcomes applications from all qualified individuals. We embrace pluralism – an ethic of respect that values human diversity. We strive to create a workplace where everyone feels valued, respected and empowered to contribute authentically.

Please advise us if you require any accommodations at any point in the application or interview process.

Please submit both your cover letter and resume in a single pdf file. Files should be in the following name format: initial_lastname_subject(s)

Application deadline: Friday, July 11,