Administrative Assistant

Description

Location: New Westminster

Salary: $45,000 - $60,000 annually

Job Type: Full-time

Position: Administrative Assistant Start Date: July 1, 2026

Duties and responsibilities:

Reception Duties

• Greet visitors, parents, and students in a courteous, friendly and welcoming manner
• Provide a high level of customer service
• Ensure all visitors sign in and out, and monitor entry doors to ensure school safety
• Receive, direct and track all visitors to the school, ensuring that the Urban Academy security protocol is communicated and adhered to
• Ensure smooth and efficient operation of the reception area by maintaining the front office as a welcoming formal reception area for visitors and community members
• Field admissions-related inquiries; answer incoming calls; greet potential students and families; and distribute appropriate promotional material
• Coordinate and manage the flow of all incoming telephone calls and direct them appropriately
• Assist with managing the before and after-school bus schedules
• Distribute mail to Faculty and Staff
• Organize buses for field trips and UA activity Bus booking
• Order and maintenance office supplies
• Direct visitors, staff and students to the appropriate information or people when inquiries come to the office
• Attend to routine minor injuries, contacting parents when necessary; maintain the student first aid room; dispense and log medication
• Support evacuation procedures for fire, earthquake and lockdown as required
• Help coordinate logistics for school events and functions.
• Other duties and responsibilities as required

Attendance

• Issue late slips for each student who arrives late, changing attendance accordingly
• Track students in the school who are marked absent by calling home
• Monitor student attendance throughout the day.

Administrative Duties

• Provide administrative support to the Principal, Vice Principal, Director of Development, teachers and counsellors
• Responsibility for room bookings for meeting or collaborative spaces
• Order supplies, beverages and condiments for the staff room.
• Ensure that all photocopy machines are maintained, resolve minor printer issues and call for servicing as required
• Maintain the emergency binders/kits/class lists and classroom bags for various emergency drills
• Other duties and responsibilities as required

Qualifications and Education Requirements

• Successful completion of a secondary school graduation program or equivalent
• Minimum of 1 year of recent, relevant experience
• Fluent in written and spoken English
• Outstanding interpersonal skills and a warm, welcoming, professional manner
• Ability to communicate effectively by phone, email and in person
• Resourceful and an excellent multi-tasker
• Observant and aware of what is happening in and around the school
• Excellent computer skills, including Google Suite and Microsoft Office (UA is a Google School)
• Strong administrative skills
• Ability to deal calmly and confidently with children and understand the Urban Academy ethos and approach
• Personable, helpful and professional manner when representing the School to parents, students, visitors and external academic bodies, as well as the community at large
• Ability to work collaboratively with minimum supervision and to function well as part of an administrative support team
• Ability to function in a fast-paced, dynamic environment and maintain a positive attitude throughout
• Certification in Basic First Aid is an asset
• Completion of a satisfactory Criminal Records Check will be required

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