Administrative Assistant

Position Overview
Burlington Christian Academy (BCA) is seeking a highly organized, professional, and mission-driven Administrative Assistant. Working under the leadership of the Principal, this role serves as the central hub for school operations, communications, student data systems, and administrative compliance to support the educational mission of the school.

Key Responsibilities & Duties
General Administration & Office Operations

Reception & Communication:
Serve as the primary contact for guests, parents, and incoming inquiries; manage daily mail, phone calls, and emails.

Office Management:
Maintain basic office processes, manage inventory and school supplies, and troubleshoot office machinery.

Financial Support:
Handle Accounts Payable for select vendors and collect payments for miscellaneous school initiatives under the supervision of Finance.

Leadership Support:
Manage the Principal’s calendar for admissions, record staff meeting minutes, and provide monthly updates for Board meetings.

Information Systems & Compliance

Data Management:
Populate, sync, and update student profiles, medical alerts, photo consents, and class schedules across school databases (Edsby/Twine).

Ministry & Board Compliance:
Manage data entry for the Ontario School Information System (ONSIS) and compile statistical reporting for Edvance and CSI.

Ontario Student Records (OSR):
Request incoming records, process outgoing transfers, verify documentation, and organize files securely.

Marketing, Admissions & Onboarding

Inquiry & Tour Management:
Act as the initial point of contact for admissions inquiries, schedule school tours, and host prospective families.

Application Review:
Gather required student documentation (report cards, IEPs) for the Principal and Special Education team to review.

Onboarding & Registration:
Create and distribute info packages, process registration documents, manage the master registration spreadsheet, and send welcome communications.

Event Support:
Assist with marketing events, Open Houses, Kindergarten Discovery Days, and student trial days.

Daily Student Services & Health Protocols

Attendance & Dismissal:
Monitor daily attendance, follow up on unexplained absences, and coordinate school dismissal logistics.

Student Care:
Attend to minor student health needs (first aid, ice packs) and communicate incidents to the Principal.

Medical & Immunization Tracking:
Maintain up-to-date medical alert binders and coordinate with the local Health Department for student immunization clinics.

School Programs, Events & Rentals

Auxiliary Programs:
Manage tracking, billing spreadsheets, and inventory for Extended Care, Senior Programs, and Lunch initiatives.

Volunteer & Vendor Coordination:
Manage the online volunteer portal, coordinate school photo sessions, and secure quotes for field trip bus charters.

Facility Rentals:
Manage the facility rental calendar, contracts, deposits, and billing documentation.

Operations, Maintenance & Safety

Facilities Maintenance:
Schedule routine and emergency maintenance visits and coordinate mandatory annual safety inspections.

Emergency Drills & Security:
Maintain security user rosters, update fire drill routes, and assist leadership during safety drills.

Supply Teacher Support:
Prepare sub packages, emergency binders, and administrative documentation for supply staff.

Qualifications & Requirements

Spiritual Alignment:
Committed to supporting the Christian educational goals and community policies of BCA.

Experience:

Proven experience in school administration, registrar duties, or high-volume office management.

Technical Proficiency:
Strong skills in Microsoft Excel and experience navigating student information databases (e.g., Edsby, Twine, ONSIS).

Skills:

Exceptional communication, customer service, multitasking, and attention to detail when handling sensitive records.

Certifications:

Standard First Aid/CPR-C is highly preferred; a vulnerable sector police background check is required upon hire.

Working Conditions

Full-time, school-year-based schedule.

Requires flexible hours during peak school launch and year-end periods.

Attendance at monthly staff meetings is expected.

Salary expectations: $50,000 – $60,000 depending on qualifications and experience

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