District Overview
Driven by our goal of having students thrive in their personal achievements, Saanich Schools provides challenging and engaging educational programs within a safe and nurturing learning environment for the 8,000 students who live and learn here. Our school district is comprised of 18 schools with the singular focus of delivering high quality education so our students can realize their personal goals which include post-secondary and employment opportunities around Canada and the world. Our staff of over 1,300 caring professionals are here to make dreams turn into reality.
Location
Position
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Assignment Type
Hours
Stellys Secondary
Stdnt Inf Systms Crdntr
Continuing
25
Stellys Secondary
School Recept/Sec
Temporary
4
Current Shift: 8:30am to 3:30pm, Monday to Thursday and 8:30 to 2:30pm on Friday (July 4-14, 2023 and August 14-September 4, 2023)
Starting September 5, 2023
8:25am- 3:34pm Monday to Thursday
8:25am - 2:34pm on Fridays
(Includes 1 hour unpaid lunch)
11 months per year while regular classes are in session (No work from July 15, 2023 - August 13, 2023)
Additional minutes per day are included in the‘Current Shift’ schedule above, which staff are expected to work daily in lieu of the spring break closure week in order to allow employees in continuing and temporary assignments to be paid their regular pay during the spring closure week as per Letter of Understanding-Spring Closure Week.
Pay Rate:
Job 48 Student Info Systems Coordinator II 25 hours (Continuing position) - $30.44(July 1, 2023 rate)
Job 43 School Receptionist/Secretary 4 hours (Temporary position) -$25.51 (July 1, 2023 rate -any continuing employee awarded a temporary position will receive the continuing rate of pay for the position)
End Date :Job 43 School Receptionist/Secretary - This position ends June 28, 2024
JOB DESCRIPTION
CLASSIFICATION POSITION
Clerical Student Information Systems Coordinator II
SUMMARY
Under limited direction of the School Administrator(s), manages student data on the school-based administrative network to meet School, District and Ministry requirements, provides support to school based personnel for use of the school administrative system and other related software.
DUTIES
Sets up and manages security of the school administrative data system ensuring data confidentiality and system integrity
Under direction of Administrator(s) creates complex timetables for staff and students
Coordinates and manages the electronic transfer of student grades from teachers
Liaises with Admin Team/Counselling Team to resolve student issues (e.g. timetable, graduation requirements)
Enters, manages, verifies and responds to queries about all school based student data (e.g. Ministry requirements, Graduation requirements, report cards, timetables, PR cards, attendance) for all reporting processes using the administrative computing systems
Provides recommendations for system development and implementing changes on student data system; coordinating changes with the district office and/or feeder schools(s)
Compiles, extracts, develops and generates data reports electronically between schools, the district and the ministry
Supports staff on a range of software applications and creates instructional memos for staff use
Generates and customizes computer forms and reports using a wide range of software programs
Troubleshoots software problems
Prepares complex documents, reports and correspondence
Maintains regular back-ups and is responsible for archival database for the school
Provides record of incoming/outgoing students
- Performs other assigned duties that are within the area of knowledge and skills required by the job description.
QUALIFICATIONS
Grade 12
Four years’ related experience, at least two of which must be using a school-based administrative software system
Certificate in Office Administration
Experience or training in the use and support of school based student information systems
Minimum word processing speed of 50 W.P.M.
Working knowledge of Ministry requirements for 1701 Data Collection and District/School Reporting processes
Working knowledge of BC Graduation Requirements
- Or an equivalent combination of training and experience.
DESIRABLE SKILLS
Demonstrated ability to continually adapt to changing technical environments, organizational cultures and Ministry and District requirements
Demonstrated effective communication skills
Proficiency with database applications, word processing and spreadsheet applications
Ability and aptitude to work with detail, precision and accuracy
Strong analytical and problem-solving skills
Ability to maintain the confidentiality of sensitive information as it relates to school operations and student information
Ability to organize, prioritize and meet workload deadlines
Ability to work independently or as part of a team
DATE
February 2016
JOB DESCRIPTION
CLASSIFICATION POSITION
Clerical School Receptionist/Secretary
SUMMARY
Under the supervision of the School Administrator and working closely with the School Administrative Assistant, performs general office duties.
DUTIES
Provides front-office reception services and operates as the first point of contact
Answers, screens and refers inquiries in person, by email or telephone (multi-line switchboard) from students, staff and the public and takes/relays messages
Provides general office and administrative support
Receives and posts daily school announcements to the school website, electronic monitors and school sign and distributes to subscribers
Updates school website to ensure all information is current and accurate
Receives student registration packages and ensures all accompanying documentation is provided
Sorts and distributes internal documentation (report cards, invoices, photos, transcripts, interim reports, bus cards, student cards, certificates, etc.)
Types documents, reports and correspondence
Organizes filing system
Creates and maintains student files ensuring accurate and current data, provides student files upon request, archives graduated students files, records requests in and out, reporting records movement to SBO on withdrawn students
Provides first aid communication and emergency/radio support, administers minor first aid (e.g. distributes ice packs, band aids, alcohol wipes) and dispenses authorized medication
Receives requests for student transcripts and collects payment at pick up
Maintains records for locker assignments, student parking, field trips, etc.
Enters student attendance records in the Student Information System
Distributes student attendance summaries and principal's attendance letters on request
Receives, tracks, publicizes and clears lost and found items
Provides back-up coverage for Job 41, School Administrative Assistant, which includes reviewing attendance entries and timesheets for accuracy for submission to Payroll, checking in TTOCs and school sign-in
Receives, sends and distributes mail and courier packages
Orders supplies, maintains inventory and places service calls for office equipment maintenance
- Performs other assigned duties that are within the area of knowledge and skills required by
the job description.
QUALIFICATIONS
Grade 12
Certificate in Office Administration
One year related experience in an office environment
Minimum word processing speed 50 W.P.M.
Working knowledge of general office procedures
Working knowledge of word processing and spreadsheet products
Excellent customer service and communication skills
- Or an equivalent combination of training and experience.
To Apply
To apply please register with Make a Future or to send us your application via email, please visit www.sd63.bc.ca/careers for contact details. We thank all applicants for their interest, however, only shortlisted applicants will be contacted.
