Employment Opportunities
Executive Assistant
Alexander Academy is an independent co-educational high school located in downtown Vancouver. We offer the British Columbia high school graduation program in a culturally rich and academically challenging environment for students in grade 8-12. We are looking to hire an experienced Executive Assistant for a permanent full-time role starting immediately.
POSITION OVERVIEW:
The Executive Assistant’s main responsibility is to give support to the Head of School to ensure the orderly functioning of the school’s administrative system. The appointed person will work closely with the administrative team to perform secretarial, clerical, bookkeeping and reception duties, and work cooperatively with other staff, students, parents, and the public. We are looking for someone who is professional, well-organized, can work under minimal supervision, has great time management and multitasking skills, and can work in a diverse team environment that promotes inclusiveness.
REPORTING RELATIONSHIP: Head of School
EMPLOYMENT TYPE: Full-time, Permanent
WORK WEEK: The Executive Assistant is expected to work during the regular business hours, Monday to Friday, 8:00am to 4:00pm (including an unpaid 30-minute lunch break) for a total of 40 hours per week. Occasional overtime may be required when needed.
LOCATION: The position is at the Downtown Vancouver campus: #100 – 602 West Hastings Street, Vancouver, BC, V6B 1P1, Canada (1 block from Waterfront Station).
EDUCATION & EXPERIENCE REQUIREMENTS:
- Minimum 2-year Administrative Assistant/Office Management degree/diploma or equivalent; preferably a 4-year bachelor’s degree.
- Minimum 1-year work experience in an educational institution (preferably at a high school)
- Experience working with the British Columbia high school program will be considered an asset
- Minimum 2-years working in a secretarial support position will be considered an asset
*An equivalent combination of education & experience may be considered
QUALIFICATIONS:
- Superior English written and oral communication skills
- Ability to speak more than one language will be considered an asset
- Exceptional organizational skills
- Excellent interpersonal skills
- Ability to work independently and as part of an administrative team
- Experience working with staff, faculty, students, parents, and the public in a professional manner
- Strong ability to take initiative and complete tasks as assigned
- Excellent document writing and editing skills for professional purposes
- Intermediate proficiency with MS Office suite, with proven mastery of Word and Excel
- Experience with MyED BC software is considered an asset
- Professional, flexible, and a ‘team player’ attitude
- Ability to handle confidential material and situations with tact and discretion
SPECIFIC RESPONSIBILITIES:
Front Office Administrative Tasks
- Providing support to the Head of School
- Ensuring that the Office/School has adequate supplies
- Maintaining front desk and reception area
- Distributing incoming and outgoing mail, deliveries, and phone calls
- Monitoring entrances and exits to the school via door fob
- Sourcing and obtaining quotes for resources pre-approved by the Head of School
- Taking minutes in meetings
- Arranging travel and accommodation for the Head of School as required
- Monitoring daily student attendance through MyEd software, excusing student absences in accordance with parent or guardian approval, contacting students and relevant persons through phone calls and emails
- Providing students who arrive late to class with tardy slips, and ensuring the late arrival record is maintained
- Answering student inquiries including report card or transcript requests, First Aid, insurance, and other relevant information
- Maintaining a lost-and-found bin for student belongings
- Filing of student-specific documents such as insurance copies, report cards, interim reports
- Answering inquires and re-directing potential leads from platforms to the Admissions Director and Marketing and Admissions Officer
- Assisting the school’s Marketing and Admissions Officer in the management of the school’s financial affairs, including purchasing school supplies, collecting packing slips, invoices, and payment receipts, and ordering of resources
- Conducting field errands (ex: post office, shopping for gifts, refreshments for Professional Development days, etc.)
- Other duties as assigned by the Head of School
Database Entry and Maintenance
- Maintaining MyED BC student data entry (MSP, contact information, Custodian information, medical alerts, etc.)
- Assisting the Student Services Manager to ensure TRAX is correctly reported, submitting help tickets to MyEd BC helpdesk to resolve account and TRAX report errors, and 1701 Data Collection
- Processing student registration, withdrawals, transfers, and expulsions at an administrative level
- Requesting and collecting of student records from previous schools
Special Events
- Maintaining a record of each field trip’s attendance and details
- Relaying necessary updates to the Head of School from teachers, students, and families
- Providing student insurance and attendance records in preparation for school-wide field trips
- Scheduling appointments and coordinating parent/teacher conferences through Pickatime software
- Assisting with graduation planning and coordination (i.e. diplomas, awards, gowns, ticket sales, seating arrangements, social media, and other responsibilities)
- Assisting with the preparation of student awards and certificates at the end of the year
Facilities
- Maintaining and distributing of keys, access cards and library cards to students and staff
- Ensuring insurance policy is adequate and up-to-date
- Coordinating IT improvements, maintenance of copiers and printers, and trouble reporting in collaboration with IT department
- Assisting the Head of School with Emergency Preparedness and maintaining emergency booklets in classrooms and front desk
- Ensuring that a copy of the emergency booklet is available for the reference of all staff, updating emergency contact information, and maintaining updated emergency drill records
- Assisting the Head of School with annual monitoring/external BC evaluation reports
- Ensuring the building, organization, and maintenance of physical student records and staff files are in compliance with BC Ministry requirements
- Coordinating and executing of water testing for lead
- Other duties as assigned by the Head of School=
HOW TO APPLY:
Please apply by sending a PDF copy of your cover letter and detailed resume to resume@alexanderacademy.ca. We thank all interested parties. We regret that only those candidates selected for an interview will be contacted.
Custodian
Alexander Academy is an independent co-educational high school located in downtown Vancouver. We offer the BC high school graduation program in a culturally rich and academically challenging environment for students in grade 8-12. Alexander Academy is committed to international mindedness and fostering a sense of global citizenship while creating a safe and rich learning environment for all students. We are looking for an experienced Custodian for a permanent full-time role starting August 16th, 2021.
POSITION OVERVIEW: The Custodian will work with our administrative team to ensure that staff, teachers, and student areas are clean and conducive to a positive learning and working environment. The Custodian is responsible for keeping a running inventory of all cleaning supplies and submitting purchasing requests when supplies are low. The successful candidate will be required to respond to repair calls for such activities as replacing broken lights, cleaning up non-toxic spills, removing damaged office and classroom furniture and equipment, and general maintenance jobs and repairs.
REPORTING RELATIONSHIP: Reports to the Administrative Officer
EMPLOYMENT TYPE: Full-time, Permanent
WORK WEEK: The Custodian is expected to work during regular business hours, Monday-Friday, 8:00AM-4:00PM, for a total of 40 hours per week. Due to the nature of the work, some evening and weekend shifts may be required as per school calendar.
LOCATION: Alexander Academy, Suite 100, 602 West Hasting Street, Vancouver, British Columbia, Canada
EDUCATION & EXPERIENCE REQUIREMENTS:
- High school diploma or equivalent
- Minimum 6 month’s experience in a similar capacity or role
- A Building Service Worker (BSW) certificate
QUALIFICATIONS:
- Strong proficiency in English
- Ability to understand and effectively carry out oral and written instructions
- Flexible with a ‘team player’ attitude
- Ability to take initiative and complete tasks as assigned
- Ability to lift objects up to 50 pounds
- Ability to establish and maintain good working relationships with staff, teachers, and students
- Be able to safely walk, climb ladders and stand for extended periods of time
- Be able to kneel, push, pull, and stretch to fulfill required cleaning and maintenance duties
- Knowledge of Workplace Hazardous Materials Information System
- Ability to read and understand labels and instructions, particularly on the use and application of cleaning chemicals and products
- Ability to work in a multi-cultural setting with staff, students, parents, and general public
- Ability to work as a team player with little or no supervision
- Be legally allowed to work around children and complete a criminal record check
SPECIFIC RESPONSIBILITIES:
- Use cleaning supplies and equipment to keep the interior of the office spaces looking clean and professional
- Adhere to the company’s safety policies to create a safe work environment for everyone
- Clean classrooms and all student and staff work areas
- Handle recycling and garbage removal throughout campus space
- Window and mirror cleaning
- Dust and wipe surfaces
- Clean bathrooms
- Clean lunch room and common areas
- Sweep, mop and vacuum all floors
- Maintain storage areas
- Order supplies necessary to complete the specific responsibilities and duties
- Monitor supply levels and inform supervisor or manager when orders should be made
- Assist with minor maintenance and repairs as required
- Report to the Administrative Officer when questions or concerns arise
- Other duties as requested and assigned by the school administrative team
HOW TO APPLY:
To apply please e-mail a PDF copy of your cover letter and resume, BSW certificate, and the names and contact information of two references, with the e-mail title being “[Your Full-name]_Custodian 2021” to resume@alexanderacademy.ca. We thank all interested parties. Only shortlisted applicants will be contacted.
TOC/Substitute Teacher
There are no teaching vacancies at Alexander Academy at this time. Should you wish to be added to our TOC list, please send a copy of your resume to resume@alexanderacademy.ca
