Administrative Assistant (Contract)

REGENT CHRISTIAN ACADEMY

Administrative Assistant (Contract)

Reports to: Operations Manager

Overview: Regent Christian Academy is seeking a reliable, warm, and dynamic individual to join our team as an Administrative Assistant at our Sullivan Office location for a maternity leave coverage contract. This role combines front office reception and administration with registrar, scheduling, and order processing duties. The successful candidate will play a crucial role in providing exceptional customer service to parents, visitors, and students, while managing student admissions, files, schedules, and enrollment processes to ensure the smooth operation of daily activities at RCA.

Key Responsibilities & Core Competencies

Administrative & Front Desk Reception

• Provide excellent customer service and support at the front desk window for parents, students, staff, visitors, and deliveries.
• Answer incoming calls, transfer calls, check, and forward messages promptly.
• Administer basic first aid as needed (triage).
• Process payments accurately and efficiently.
• Manage incoming and outgoing mail, forms, and lost and found items.
• Monitor visitor sign-in and sign-out processes.
• Support daily school attendance procedures.
• Perform other administrative tasks as assigned by the Operations Manager and/or Leadership Team, including data entry, filing, and general office support.

Registrar Duties

• Oversee the student admissions process, including reviewing applications and ensuring all required documentation is complete.
• Communicate with prospective families via email and phone throughout the admissions process.
• Schedule and coordinate interviews with prospective students and parents.
• Prepare and send acceptance or decline letters in a timely and professional manner.
• Manage and maintain student waitlists, keeping families informed of their status.
• Track and update enrollment data to ensure accurate records.
• Collaborate with administration to support smooth student transitions (new enrollments, transfers, and withdrawals).
• Maintain confidentiality and ensure compliance with school and Ministry of Education requirements.

Scheduling & Order Processing

• Coordinate and manage calendar scheduling for school meetings, room usage, and administrative appointments.
• Assist in organizing and maintaining student, staff, or department activity schedules.
• Process purchase orders, inventory requests, and curriculum/office supply orders accurately and in a timely manner.
• Track deliveries, reconcile receipts against orders, and follow up on pending shipment details with vendors.

Target Start Date: August 31, 2026

Contract Duration: August 31, 2026 – July 7, 2027 (approx.)

Interview Date: Starting August 21, 2026

Headcount: 1

Job Status: Onsite

Job Type: Full-Time (Monday – Friday, 8:00 AM – 4:00 PM), Fixed Term Contract

FTE: 1.0

Work Location: Sullivan Campus Office

Compensation & Benefits

• Pay: CA$19.00-CA$23.00 per hour
• Benefits: Extended Health & Dental, Pension plan available upon eligibility.
• Schedule & Contract Terms: Based on a 10-month contract structure with 2 weeks paid Christmas Vacation and 2 weeks paid Spring Break. Start and end dates will be finalized prior to contract signing.

As a faith-based educational institution, RCAS hires staff whose beliefs and conduct align with our Christian mission, values, and Statement of Faith. This role requires a genuine and reasonable occupational requirement (GOR) for the employee to affirm and support RCAS’s Christian beliefs and actively participate in a Christian church community. RCAS is committed to fair and equitable hiring practices within the scope of this requirement. Qualified candidates who meet these criteria are encouraged to apply.

Requirements & Qualifications

• High school diploma or equivalent.
• Minimum 5 years of customer service or office experience.
• Strong communication and interpersonal skills.
• Proficient in general computer knowledge, Google-based programs, and Microsoft Office Suite.
• Comfortable learning new operating systems.
• Ability to multitask, prioritize tasks, and work efficiently with focus in a fast-paced environment.
• Excellent organizational skills and attention to detail.
• Demonstrated experience maintaining confidentiality and handling sensitive information with discretion.
• First aid certification preferred.
• Skills in team building, coaching, management, leadership, customer service, and administration are considered strong assets.
• Genuine alignment with the RCAS Christian mission, values, and Statement of Faith.