ADMINISTRATIVE ASSISTANT, RECEPTION & MAIN OFFICE

Greenwood College School (Greenwood) is an all-gender (co-educational) independent day school for students in Grades 7 through 12.

Greenwood was founded to inspire students to venture further together in order to prepare them for the challenges and experiences of life.

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 also ensures accurate attendance is taken daily and supports Reception in all areas.

Reports to : Executive Assistant to Principal Manager, Main Office

Term : Full-Time Fixed Term Contract (September through June )

Hours of Work : 6 : 45am to 2 : 45pm (work hours may vary at times)

Primary Responsibilities

• Work as part of an administration team fulfilling Reception duties
• Maintain ongoing presence at Reception
• Maintain an orderly and tidy reception and foyer area
• Greet visitors, staff, students and members of the community in a positive and helpful manner
• Receive and direct incoming calls to the appropriate people
• Maintain visitor logs for staff, students and guests through the sign-in and sign-out process (Visitor Management System)
• Monitor and update attendance records (review daily attendance reports, follow up with teachers and parents for unknown absences and code planned absences such as athletics, field trips and school excursions)
• Manage incoming and outgoing mail, deliveries and couriers; maintain staff mailboxes
• Assist with evacuation drills
• Order taxis as required; verify invoices for taxis and submit invoices for processing
• Monitor and maintain inventory of office supplies and place orders when necessary
• Distribute and track temporary day café passes to students as required
• Organize lost and found items
• Coordinate the repair and maintenance of the Reception printer and postage machine
• Provide administrative support as required to the Main Office
• Update student records for the Academics & Service Learning departments
• Perform other duties and special projects as assigned

Knowledge and Skills

• Proficient in the use of Google Applications, Word and Excel
• Ability to follow direction, be flexible and work collaboratively as a member of a team
• Manage a variety of tasks concurrently and perform well under pressure
• Ability to operate photocopy equipment and postage meter
• Ability to maintain confidentiality and work within protocols and procedures

Requirements

• Related postsecondary training or minimum three years experience in office administration
• Excellent knowledge of customer service principles and practices
• Ability to work in a face-paced and busy environment, in a team, and independently
• Excellent verbal and interpersonal communication skills
• Strong organizational skills and attention to detail
• Able to work some overtime and have flexibility with hours when required

How to Apply

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.

We are an equal opportunity employer and we welcome applications from all qualified individuals, especially those who would bring diverse perspectives, identities and ideas to our community.

Accommodations are available on request for candidates with disabilities at all stages of the selection process.

Submit your cover letter and resume to the attention of Melinda MacDonald, Director, Human Resources, as a single PDF file to using Administrative Assistant as the subject line.

We thank all applicants, however, only those candidates selected for an interview will be contacted.

Application Deadline : July 29,