Academic Administrative Assistant

Job Responsibility: ADMINISTRATIVE ASSISTANT The Administrative Assistant provides support for the Academic Administration Team, including the Heads of our Junior, Middle and Senior Schools, the Director of Student Life and the Vice Principal. This role is responsible for carrying out a broad range of support functions to contribute to the smooth and consistent daily operation of each area of the School. POSITION RESPONSIBILITIES Support logistical arrangements and provide administrative support for Academic Administration Team; Coordinate coverage for faculty absences; maintain faculty absenteeism records; Assist with the coordination of student report cards, including setup of the reporting period in our school information system, data entry, editing, and coordinating distribution; Provide administrative support for Student Progress Conversations including setup in Edsby and assisting with the Parent-Teacher interview booking process including trouble-shooting and parent support; Answer incoming calls, assist when possible, and redirect as necessary; using a high level of discretion and compassion when dealing with sensitive or confidential matters; Prepare materials, reports, and publications; Support arrangements for field trips and other excursions; Filing and data entry into our databases and record systems; User support for our student information system (SIS) and Learning Management System (LMS) including parent support, assisting with front end questions, password support, and help using system; Assist the Academic Administration Team with communication and liaise with the Communications Department; Provide assistance in organizing academic events and attend events when requested; Oversee coordination of annual textbook ordering including confirming courses and required textbooks, liaise with textbook providers, provide on-going internal and external communication of timelines and updates to faculty and student families, and maintain database of textbooks for each year; Please note that this role requires presence on campus; and Other duties as assigned. QUALIFICATIONS, EXPERIENCE, AND ATTRIBUTES OF OUR IDEAL CANDIDATE Post secondary degree or diploma an asset; Ability to represent St. Clement's School in a professional and positive manner to all constituents; Exceptional organization, interpersonal, and time-management skills with an approachable and collaborative working style; Ability to work with confidential and sensitive information; Ability to work in an ever-changing, fast-paced environment as a supportive team player; Experience working in a school environment an asset, but not required; Criminal record check is required as a condition of employment; and Strong computer skills including Microsoft Office and the Google environment. COMPENSATION AND HOURS OF WORK Target salary range: $54,000-$58,000 The regular hours for this full-time, 10.5-month position, mid-August to end of June, are from 7:00 a.m. to 3:00 p.m. on most days, with the need to check email periodically on some evenings. Hours vary during certain professional development days and periodically for some school events, which may occur in the evening. Vacation and time off for this role are aligned with our Academic Administration school calendar including vacation time off for the December Holiday (2 weeks), March Break (2 weeks), and Summer (6 weeks). ABOUT OUR SCHOOL Founded in 1901, St. Clement's School is one of Canada's leading independent schools for girls. We're a close-knit, dynamic community recognized for our commitment to academic rigour and excellence in a small, nurturing environment. Our staff are dedicated to their work and to creating and fostering a unique and nurturing environment for our students. St. Clement's School offers an engaging work environment that celebrates passion, courage, and curiosity. We offer a competitive compensation and benefits package, including generous vacation time, and we support and encourage ongoing professional development opportunities. DIVERSITY & EQUAL OPPORTUNITY St. Clement's School is committed to diversity, equity, and inclusion. We value each community member's identity and well-being. Together, we learn and grow by embracing multiple perspectives, experiences, and cultures. Our differences are our strengths. St. Clement's is an equal opportunity employer and we encourage applications from all qualified candidates. Accommodations will be provided upon request to support applicants with disabilities throughout our recruitment process. Should you require an accommodation, please advise us during our initial conversation and we will work with you to meet your needs. HOW TO APPLY Qualified applicants are encouraged to apply by submitting an application at including a resume and cover letter, by July 8, 2024. Applications will begin to be reviewed immediately. We regret that only those selected for an interview will be contacted. Thank you for your interest in St. Clement's School!