Careers

PURPOSE: Reporting to the Principal, the purpose of the Administrative Assistant is to provide a full range of administrative support to the Principal, school staff and community. This is a full-time term position for the 2023/2024 school year that works primarily at Quw'utsun Smuneem Elementary School with minimal local travel required. This position is subject to yearly renewal.
 
COMPENSATION AND BENEFITS: The position includes paid training and paid sick leave. Depending on experience, the position starts at $26.44-$28.04 per hour.

RESPONSIBILITIES:

• Respond to routine telephone/office inquiries from students, staff, parent, caregivers , community, etc. on various school matters; relay messages; direct visitors; ensure parents/caregivers sign students in/out; assist with on-boarding new/on-call staff
• Maintain a variety of internal and external student tracking systems; coordinate the safe arrival program with parents/caregivers, support staff and teachers; disseminate information of student schedule changes to teachers, support staff and afterschool supervision staff
• Prepare the monthly newsletter and calendar; update and disseminate information using social media and other correspondence; develop and oversee urgent contact phone trees; maintain student contact data base and use a variety of media to contact and communicate with parents/caregivers
• Collaborate with the Transportation Supervisor to establish school bus lists; disseminate information concerning pick up and drop off times and ensure any changes in schedule is communicated appropriately, maintain school bus schedule for staff; prepare bus request forms for all off site trips; coordinate early dismissal and special day bus routes
• Perform a variety of administrative functions to support the school; mail pick-up and deliveries as required
• Compose and prepare routine correspondence; enter data, develop, type, format, edit and/or proofread a variety of documents/materials; retrieve, compile and/or prepare various ISC, FNESC/FNSA, internal reports or other related program requirements
• Request, collect, file, input and/or forward student registrations; transfer permanent record cards and ministry P.E.N.; input and update student information system; establish and maintain individual student record files
• Track school fundraising account in consultation with the Principal
• Assist in the administration of TIFIS; advise Principal/Finance Department of required adjustments/changes
• Assist with minor medical incidents (e.g. band aids, icepacks), secure student medication and administer student medication in accordance with required protocols
• Other related duties as required

 
EDUCATION AND EXPERIENCE: (please attach all required documents)

• Certificate in Office Administration or related field is preferred
• Diploma in Office Administration or related field considered an asset
• 3-5 years administrative experience preferred
• Experience working in a First Nations community
• Satisfactory Criminal Record Check required
• Valid First Aid/CPR-C required or willingness to obtain
• Effective December 1, 2021: full vaccination against COVID-19 is required to be eligible for employment at Cowichan Tribes. All individuals must show Proof of Vaccination as a mandatory condition of their employment

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of Cowichan culture, customs, and traditions or a willingness to learn
• Knowledge of internal and external community resources
• Extensive knowledge of Quw’utsun Syuw’entst Lelum programs and services
• Knowledge of operation of standard office equipment; MS Office, DRUMS, TIFIS, Intercom system, Multi-phone line, photocopies, fax, laminator, printers etc.
• Well-developed written, oral and interpersonal skills
• Excellent organizational skills and time management skills with the ability to multitask
• Ability to identify and maintain confidential information
• Ability to excel in a fast-paced work environment