Administrative Assistant 

Temporary, Full-time position  

March 2025 – June 2025 (pending return of incumbent) 

One of our core values at St. Michaels University School is respect. With this in mind, we acknowledge that our school rests in the heart of Straits Salish territory, a living culture with its own rites, ceremonies, and unfolding history. We honour the Esquimalt, Songhees, and W̱SÁNEĆ peoples – whose homelands we share and whom we recognize as our neighbours.  

St. Michaels University School (SMUS) is seeking a temporary Administrative Assistant at the Junior School. Reporting to the Director, Junior School, the Administrative Assistant is responsible for administration of the Junior School office. This includes providing basic first aid to sick or injured children, reception, receiving and delivering messages regarding students to teachers, After School Care, sports, belongings, bussing, School Data System (SDS) etc. and other duties as required related to students and their parents attending the Junior School. 

Work Schedule: 

Hours of work are Monday to Friday from 7:30 am – 3:30 pm.  

Responsibilities include: 

Open offices upon arrival. 
Attendance for Junior School students (including, telephone messages, email, classroom visits, follow up with parents, teachers on absences, logbooks for student late arrival/appointments etc.), updating School Data System (SDS) with comprehensive record keeping related to student attendance.  
Distribution to After School Care (ASC), Transportation Bus Listing of student requirements/absences each day. 
Reception Duties including:  

Greet visitors to the school and ensuring they sign in and out. 
Greet parents and students coming in and out of the school for appointments, late arrival, events etc. and ensuring students/guests/parents are signed in and out in logbooks. 
Answer incoming telephone calls to the Junior School and redirect via switchboard to various areas of the school; answer questions and manage inquiries (parents, neighbours, suppliers etc.) 
Manage students coming to the office for various reasons (lost and found, calling parents, discipline issues, first aid). 
Order supplies for Junior School and authorizing supply delivery. 
Assist parents/guardians and faculty with drop off and pick up arrangements as required. 
Manage funds collected from service projects and prepare check request for finance (i.e. Terry Fox Run, Heart & Stroke, World Vision etc.) 
Maintain secure front doors and monitor requests to enter the building. 
School Data System Input: 

Daily attendance information. 
Report Cards for 3 terms – setting up report periods for Faculty, printing draft report cards for review, including drafts to the Head of School. 
Ensure report cards are posted to the parent portal on the date required. 
Enter Daily Physical Activity comments on all report cards (all three terms) 
SMUS online calendar entries for sports, events  
Reports and labels including Medical reports, Record of Achievement information, class lists, attendance sheets, mailing labels etc.  
Student Records: 

Ensure all student records are accurate and complete as required by Ministry of Education. 
Review health forms and inputs relevant data in SDS, posts anaphylactic list 
Enter Faculty absences into RISE system, input Associate Teacher and TOC hours and approve hourly timesheets under the Payroll timelines and dates.  
Purchase Orders, Supplies and Petty Cash: 

Order Faculty supplies at beginning of the year and each term 
Maintain and reconcile petty cash records (including receipts, accounts, signature requirements, balances, requests for cash from Finance) 
Maintain staff paper supplies (coloured paper, photocopy paper) 
Infirmary: 

Assess student injuries that come to the office (calling appropriate First Aid person if required for serious injuries) 
Assist students with minor injuries with Band-Aids, ice packs and creams (related to bee stings, tears, bumps, scrapes, cuts, hurt feelings) 
Assist students with illnesses until their parents/emergency contact comes and picks student up 
Miscellaneous: 

Assist Faculty with various SDS issues when needed 
Manage photocopy jams/instruct new staff on how to use the copy machine/laminator 
Distribute information to Junior School staff via email 
Provide support to Administrative Assistant to the Director and the Director of the Junior School, Faculty, Assistant Directors and Program Specialist as required 
Manage confidential information within the office as required 
Manage Lost and Found items. 

Experience and Qualifications: 

Post-secondary education in Office Administration, Office Management or related discipline. 
3 years previous experience in administrative support for a leadership role.  
Demonstrated ability to communicate effectively both verbally and in writing. 
High level of attention to detail and accuracy of work, and ability to anticipate needs of the school. 
Intermediate-level knowledge of the Microsoft Office product suite. 
Experience working in an elementary school environment, specifically in the office is preferred. 
Ability to handle all interactions with diplomacy, confidence and tact. 
Demonstrated ability to organize and prioritize, work under time pressures to meet deadlines and handle interruptions and changing priorities. 
Demonstrated ability to work independently and make decisions to determine the appropriate action to take in handling inquiries. 
Ability to type 60 words per minute. 
Ability to work in a respectful and collaborative manner with colleagues and parents. 
 

Pay Range: 

Hourly range: $28.25 – $33.23 

Criminal Record Check: 

Must pass and maintain a clear Solicitor General criminal record check for the purpose of working with children. 

Application Details: 

Please apply by 2:00 pm Friday, February 14, 2025 

About St. Michaels University School: 

Located in Victoria, British Columbia, Canada, St. Michaels University School (SMUS) is a Junior Kindergarten to Grade 12 day and boarding school with a global reputation for academic excellence. 

Our students from over 30 countries all over the world have opportunities in academics, athletics, arts, leadership, service and outdoor education, and are inspired by an extraordinary staff committed to character growth and preparing students for what lies ahead in life. The school’s Mission shapes these endeavours: Our school seeks the excellence in all of us, with passion and compassion. We are a community shaped by the pursuit of truth and goodness, providing outstanding preparation for life.  

At St. Michaels University School, we seek to employ and empower individuals who wish to forge impactful relationships and careers that place our students at the centre. We firmly believe that expanding our diversity while adjusting our practice will lead to becoming the community we envision – a place where staff and students share a sense that they fully belong.