ADMINISTRATIVE ASSISTANT, PROGRAMS & TRANSPORTATION

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 provides administrative support, including arranging transportation, to student programs.

They are a critical part of providing a rich co-curricular experience for our students.

Reports to : Vice-Principal, Programs & Risk Management

Primary Responsibilities

• Provide administrative support to the Vice-Principal, Programs & Risk Management as well as the Directors who oversee student program areas : Arts, Athletics, Outdoor Education, Service Learning, Student Life, Experiential Learning and Field Trips
• Liaise with bus companies, book and schedule transportation for school program and field trips
• Order taxis as required; verify invoices for taxis and submit invoices for processing
• Update student records for the student program areas (Arts, Athletics, Outdoor Education, Service Learning, Student Life, Experiential Learning and Field Trips)
• Organize and maintain records of completion for paperwork / forms in all student program areas, and follow up to ensure paperwork is complete
• Organize purchasing for student programs, e.g. prepare purchase requisitions, follow up once purchases are delivered
• Support the organization of Arts Day
• Manage Athletics inventory
• Complete facilities requests as required to support various student programs
• Track Community Service Hours
• Track club and committee participation
• Oversee and track attendance for House events
• Work as part of an administration team, provide support to the main office and reception as required
• Perform other duties and special projects as assigned

Knowledge and Skills

• Proficient in the use of Google Applications, Word and Excel
• Strong organizational skills
• Ability to self-direct and anticipate needs
• 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
• Ability to maintain confidentiality and work within protocols and procedures

Requirements

• Related postsecondary training or minimum five years experience in office administration
• Excellent knowledge of customer service principles and practices
• Ability to work in a face-paced and busy environment
• Excellent verbal and interpersonal communication skills to best interact with students, staff, parents and other members of the community
• Strong organizational skills and attention to detail
• Ability to manage multiple projects and deadlines and adjust priorities accordingly
• Proven ability to work in a team environment, as well as independently
• 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, Programs & Transportation as the subject line.

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

Application Deadline : August 12,