Position Description

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.

Daily Student Services & Health Protocols

• Attendance & Dismissal: Monitor daily attendance, follow up on unexplained absences.
• Student Care: Attend to minor student health needs (first aid, ice packs) and communicate incidents to the Principal and caregivers.
• Medical & Immunization Tracking: Maintain up-to-date medical binders and coordinate with the local Health Department for immunization clinics.

School Programs, Events & Rentals

• Graduation Logistics: Coordinate event details, diplomas, awards and venue vendors.
• Auxiliary Programs: Manage tracking, billing spreadsheets, and inventory for Extended Care and Lunch initiatives.
• Volunteer & Vendor Coordination: Manage online volunteer portal, coordinate school photo sessions, and secure quotes for 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 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 and administrative documentation for supply staff.

Qualifications & Requirements

• Spiritual Alignment: Committed to supporting the Christian educational goals and community policies of BCA.
• Experience: Experience in school administration or high-volume office management.
• Technical Proficiency: Strong Microsoft skills and experience navigating student information databases (e.g., Edsby, Twine, ONSIS).
• Skills: Exceptional communication, customer service, multitasking, and attention to detail.
• 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