Upper York School

Administrative Assistant

Position: Administrative Assistant
Start: January 10, 2018
SchoolUpper York School
City: Markham, Ontario

Posting Date: January 10, 2018

Upper York School - SchoolAdvice Careers

Administrative Assistant

Upper York School 2832 16th Avenue, Markham, Ontario

POSITION: Administrative Assistant, full-time

Start Date: January 15, 2018 or as soon as possible

Hours: 7:30 a.m. to 4:00 p.m., Monday to Friday. Hours are subject to some flexibility when there are special events on the weekends

Role Overview: responsibilities include providing administrative support to ensure efficient operation of the school office. This role supports the Principal, Vice Principal, teachers and students through a variety of tasks related to organization and communication.

Knowledge, Skills and Qualifications

Excellent problem-solving, critical thinking and decision-making skills

Evidence of strong written and oral communication skills

Demonstrated organization and analytical skills

Ability to work independently

Ability to work flexibly and to adapt in a constantly changing and thriving environment

Demonstrated talent in an administrative role for a minimum of 2 years

Proven ability to develop smooth, collaborative working relationships

The Role and Responsibilities (summary)

Front Desk:

  • Receive and screen all phone calls, correspondence, electronic mail and walk in visitors
  • Answer phone between 8:00 a.m. and 4:30 p.m.
  • Maintain in/out record of students/guests in binder
  • Receive, open and distribute mail, process courier items and various deliveries

Record Keeping:

  • Student Record Keeping: attendance, class lists, schedules, school files, OSR’s, placement testes, student information database, emergency contact lists, medical information, permissions
  • Assist in the preparation of the ONSIS data required for submission
  • Track tutoring hours
  • Prepare a daily summary note

Student Management:

  • Assist in the preparation and distribution of student report cards
  • Coordinate the scheduling of admissions tours; follow-up on inquiries
  • Manage registration of new students and re-registration of returning school and tutoring students
  • In a timely manner inform parents, students and teachers both verbally and in writing about scheduling changes and ensure confirmation of message is received.


  • Maintain photocopier accounts and other appliances within the school.
  • Order and maintain office and/or teaching supplies
  • Provide school cleaners with annual calendar of events and liaise when necessary regarding cleaning needs


  • Proofread and edit and proof correspondence from Principal and teachers
  • Create, modify, review, proof read and format documents such as reports, charts, spreadsheets, and school marketing materials (Brochure)
  • Prepare information for students and/or parents; calendars, letters, emails, announcements, policy documents
  • Prepare all graduation and awards certificates for year-end Graduation ceremony
  • Coordinate field trips and outreach community service trips
  • Arrange for School photographer for student photos and for Graduating students

Marketing and Communication:

  • Schedule and prepare for school Open Houses
  • Create and post promotional advertisements to promote the school such as events, courses, teachers and student stories. Send to supervisor for approval as required
  • Prepare advertisements for various forms of media

Compensation: $40,000-$50,000, commensurate with experience and qualifications

To Apply: Interested candidates are asked to send a cover letter and resume to heather.rees@upperyorkschool.ca. Only those candidates selected for an interview will be contacted. Screening of applicants will begin immediately.

Apply Online! Not Available For This Position
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