Location: SIDES
Position: Distance Ed Secretary
Assignment Type: Continuing
Hours: 35 hours per week
Current Shift: 8:30am - 4:00pm Monday to Friday (summer schedule)
8:30am - 4:11pm Monday to Friday (school year schedule)

SUMMARY

Under limited direction of the School Administrator or Administrative Assistant, provides office administrative support for one or more school departments.

QUALIFICATIONS

• Grade 12 education
• Office Administration Certificate
• Two years of related experience
• Minimum word processing speed 50 W.P.M.
• Working knowledge of general office procedures
• Working knowledge of the BC Graduation Requirements
• Working knowledge of Ministry requirements for 1701 and SADE data collection and school/district/ministry reporting procedures
• Working knowledge of electronic information systems (Student Information Systems and DL Learning Management Systems)
• Working knowledge of hardware/software required for school information and reporting processes
• Or equivalent combination of training and experience.

DESIRABLE SKILLS

• Knowledge of Distance Education procedures
• Demonstrated effective communication skills

• Completes registration processes/creates accounts for courses (e.g. Mathhelp) where content is accessed through an external site.
• Liaises with District IT support (heat tickets and emails) to resolve technical issues for students, teachers, counsellors and staff.
• Liaises with the Ministry of Education to provide summer reporting final grades, TRAX submission, grade correction.
• Coordinates sending, receiving and distribution of internal and external mail processes.
• Maintains the events calendar “to include booking rooms within the building as requested by staff”.
• Adaptations of grade submission process to accommodate larger numbers of students
• Liaises with public and private post-secondary institutions (counsellors, teachers, office staff) clarifying student status, course registration.
• Provides documentation to legal offices for educational verification
• Generates reports, assists with data collection and completes letters.
• Manages student information and course resources, maintains electronic and physical files, scans and copies materials and documents, and processes student resource requests.
• Submits reports to institutions and students on withdrawal processes using the School and Ministry databases.
• Receives inquiries in person, by telephone and email; processes resource pick-ups, deposits and returns and books appointments.
• Coordinates tests, both in-house and for other institutions and provides support for provincial exams.
• Coordinates school billing (tuition for courses, etc.).
• Coordinates payment processes (e.g. student deposits/tuition, banking reports, petty cash requests, etc.).
• Provides administrative support:
• Assists administrators, counsellors and teachers with clerical support as required, including letters, filing, course development support, etc.
• Maintains handbooks
• Creates contact lists
• Creates master forms
• Maintains the events calendars
• Assists in production of course development resources
• Assists counsellors with grad checks and student learning plans
• Assists with photocopier maintenance, including contacting the supplier
• Attends on-site clerical and other staff meetings as required and records minutes.
• Performs other assigned duties that are within the area of knowledge and skills required by
  the job description.