Administrative Assistant - Operations

Catholic Independent Schools Vancouver Archdiocese

Superintendent's Office

Administrative Assistant – Operations

Overview

Our Catholic schools provide each student with an education rooted in the Gospel of Jesus Christ. Guided by the Holy Spirit and Catholic teaching, in partnership with home and parish, our schools foster the growth of responsible citizens who will live, celebrate, and proclaim their faith.

CISVA Mission Statement, July 2022

The Administrative Assistant – Operations provides support to the Superintendent's Office Leadership Team as they set out to fulfill this mission. This position assists in the effective operation of the CISVA and in the implementation of the policies, procedures and regulations established by CISVA and the Ministry of Education and Child Care for Independent Schools in the province of British Columbia.

Key Responsibility Areas

• Provides administrative support to CISVA stakeholders that respects confidentiality and ensures that all matters are dealt within a professional manner
• Supports day-to-day office operations and maintenance of the Superintendent's Office while supporting the department with ad hoc administrative tasks
• Prcosses all Criminal Record Check applications and Pastoral Reference Letters for the CISVA
• Record management and data analysis within the Human Resource Data Information System (HRIS)
• Responsible for the change of signatories related to school banking authorization
• Oversees the BC Child Care Program, ensuring effective coordination and compliance with applicable requirements
  Reporting and Supervisory Relationships
• Reports directly to the Senior Human Resources Manager
• Collaborates with the Leadership Team, Educational Consultants, and other office staff
  Primary Responsibilities
• Updates and maintains HRIS for all CISVA non-teaching staff personnel records including: Contracts, Criminal Record Review Program, and Pastoral reference letters
• Liaison for schools to submit changes in their banking information, such as new signatories, in collaboration with the Executive Director of Finance and Administration
• Coordinates the changes in signatories process related to new Education Committee appointments
• Ensures the operation of equipment by coordinating scheduled maintenance
• Primary contact for phone system and copy machine
• Primary contact for Department and external visitors
• All duties are carried out in a caring, collaborative and professional manner while maintaining absolute confidentiality
  Information and Data Analysis
• Prepares student enrolment reports, support employee lists
• Maintains records through HRIS
• Data collection of Instructional Hours, Crisis Phone Tree lists, ERASE Bullying trained staff, and Student Enrolment Reports
• Monitors the collection of the Interim and Final School Budget submissions
• Record and provide comprehensive invoice lists including: Criminal Record Check Applications, and educational material
  
  Office Functions
• Responsible for administrative matters at all levels, including reception duties
• Responsible for all office-related service relationships including Telus, Columbia Business Systems and online vendors
• Processes incoming/outgoing mail including courier service
• Places and distributes bulk orders of approved resources on behalf of the schools for the parents who attend the “CISVA Sexuality and your Child”, "Friends" Program and “I am a Gift From God” Program
• Provides event support for: Faith Development Day, Catholic Educators Conference
• Maintains and assists in ensuring the cleanliness of the Department
• Member of the Archdiocese of Vancouver Joint Health and Safety Committee and serves as the Superintendent Office's Safety Warden
• Responsible for maintaining all archived records
• To assist with additional tasks and other projects as assigned
  Primary Relationships

The Administrative Assistant – Operations works under under the direction of the Superintendent and Leadership Team, appointed by the Board of Directors. Reporting directly to the Senior Human Resources Manager, the Administrative Assistant ensures efficient operations of the office to support and enhance the work of the CISVA.