Secondary Administrative Coordinator

Main purpose of the role

We are looking to recruit a Secondary Administrative Coordinator to join us for next school year.

The Secondary Administrative Coordinator is experienced in working with staff and students, communicating fluently in both oral and written English and French and using a variety of office tools to develop and maintain records.

The major components of the role are to :

• Take responsibility for the efficient administrative organisation of the Secondary School Cover and Attendance office.
• Organise and supervise all Secondary cover and supervision duties.
• Lead and/or coordinate events and tasks across Secondary Sections (such as the Senior Graduation, Parent-Teacher meetings and the application process for Academic Scholarships) by working closely with the Section Administrative Assistants to ensure that common or similar tasks are planned, coordinated, tracked and completed in a coherent and timely manner.
• Manage communications to staff, students and parents on matters of concern across the Sections using appropriate channels.

The focus is to oversee and manage activities and events where overlap between Sections occurs, thereby generating a collegiate and coherent approach to task execution.

Key Responsibilities

1. In relation to Secondary Staff Cover and Supervision Duties:

• Create cover and supervision rosters for the Secondary School.
• Plan cover and supervision rosters in anticipation of events such as camps, excursions, and in-school events.
• Assign the daily ‘cover’ for absent colleagues in the Secondary School (using iSams) and deploy resources fairly.
• Facilitate the liaison between the absent teachers and the cover teachers or Graduate Assistants to ensure continuity of learning.
• Check that covers and duties are being carried out actively by the assigned staff members according to the expectations of the roles.
• Provide occasional feedback to the Section Principals on the amount of cover completed by each teacher and each Graduate Assistant.
• Periodically check and update the role descriptions in liaison with the Section Principals and remind staff of the expectations of the roles.
• Be available to assist with the organisation and supervision of examinations such as CEM tests, end of year exams, IB, SAT etc.

2. In relation to Secondary Administrative Tasks and Events:

• Plan and take the lead in organising and coordinating events spanning the Secondary Sections, notably the Senior Graduation and Parent-Teacher meetings.
• Coordinate the work of the Section Administrative Assistants on tasks common across Sections to ensure that these are completed within set deadlines, such as the preparation of letters and documents.
• Ensure that procedures are discussed, understood and clear and that all documentation is appropriately archived for subsequent retrieval, updating and use.
  

Skills and Competencies

• Excellent communication and interpersonal skills.
• Excellent organisational skills.
• Analytical and rigorous.
• Enthusiastic, open minded and pressure resilient.
• Trustworthy, honest with a strong sense of integrity.