Job: Office Administrator

This position’s main function is overall support in office administration, reception area and overseeing administrative responsibilities managing the student database.


 Attendance Records

  • Prepares reports for the Ministry of Education Grant Audit.
  • Sets up and trains teachers to take attendance through the Teacher Portal.
  • Testing of the Teacher Portal for taking HR attendance and Course Section attendance, as well as viewing of Daily Attendance reports.

Student Records

  • Archives official Junior School documents (i.e. report cards, progress reports and honour roll rankings).
  • Enters students into course sections, homerooms, and sets marking period dates in conjunction with the Deputy Principal; maintains department, course, faculty, room and homeroom data.

Junior School Files

  • Ensures student files are up-to-date with absence notes, medical, personal information, and student letters produced by the Principal’s office.
    • Perform end of year duties: cleans up closed files for student who have left, cull all absentee notes, and all grade 7 files to the Senior School.
  • Work with the Admissions Department to create new student files in preparation for the new academic year.

Reception Backup

  • Acts as a backup for Reception, including manning the switchboard, acting as a point of contact, providing minor first aid, assisting with events/school functions /emergency evacuations,  managing levels  of office supplies, preparing daily announcements, sorting mail, etc.

Database Administration

  • Works with the Deputy Principal of Junior School to create Student Scheduling & Master School Schedule.
  • Maintains accurate and confidential academic records for students (comments, report cards, and transcripts).
  • Provides continuing support to faculty re: methods for electronic submission of grades, course reports, and Grade Book set up.
  • In collaboration with Junior School faculty, sets up parent/teacher conferences. Maintains accurate records of and oversees the process during conference times.


  • Completed Post-Secondary in business.
  • Minimum 3-5 years in an administrative support role. Registrar experience is considered an asset.
  • Ability to respond under pressure with multiple interruptions throughout the day.
  • Excellent organization skills and meticulous with detail.
  • Ability to deal with confidential information essential.
  • Self-directed; takes initiative to implement improvements.
  • Good judgment and professional demeanor.
  • Able to juggle last minute requests and deal with number of key stakeholders.
  • Understanding of / commitment to School’s mission.
  • Listening, negotiation and conflict resolution skills.
  • Superior customer service ability.
  • Ability to respond under pressure.
  • Excellent team player with ability to work independently.
  • Strong written and verbal communication skills.
  • Excellent interpersonal skills and ability to interact with multiple key stakeholders (i.e. students, parents, faculty,transfer staff).
  • Excellent computer skills and strong ability with Microsoft office, specifically Excel (manipulating data, formatting, filtering, formulas) and Word (intermediate level, mail merges) as well as data-base understanding (input, application).
  • Key competencies and EQ in the following areas: self- awareness, self-management, empathy, social expertness, initiative, and accountability.


About Gail Pearce Recruiting

Gail Pearce Recruiting is a boutique professional recruitment firm located in downtown Vancouver, B.C. with over 20 years executive experience and has been providing recruiting services since 2006. We have a unique skill set and specialty focus in professional service companies with in-depth recruiting experience inengineering, finance and accounting, legal, real estate and property management industries.

Working with Gail Pearce Recruiting you will have access to qualified human resource professionals. We provide an extensive range of high level recruitment services for leading organizations in private and public sectors. Executive Search, Administration staff recruiting, and Interim Management are our specialties. We foster successful matches for the career seeker and employer. Our mission is to offer exceptional talent while saving our clients costs in the recruiting process.

Gail Pearce Recruiting

Phone: 604.639.3140

Park Place, Suite 500 - 666 Burrard St
Vancouver, B.C. V6C 3P6 (map)

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