School Administrative Assistant at Tsleil-Waututh Nation

North Vancouver, British Columbia, Canada -

Full Time

Start Date

Immediate

Expiry Date

21 Apr, 26

Salary

0.0

Posted On

21 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Communication, Problem Solving, Confidentiality, Adaptability, Detail-Oriented, Teamwork, Initiative, Technical Proficiency, Office Systems, Financial Processing, Records Management, Community Engagement, Event Coordination, Cultural Knowledge, Safety Compliance

Industry

Government Administration

Description

ABOUT OUR SCHOOL: The Tsleil-Waututh Nation (TWN) School offers a holistic, Indigenous land-based education program anchored in the TWN laws of truth, family, culture, and well-being. Certified by the First Nations Schools Association (FNSA), our program is delivered by BC-certified teachers who skillfully integrate the British Columbia Curriculum with TWN ways of knowing. We recognize that learning flourishes when the universal growth needs of children are met in a positive, culturally grounded environment. From Kindergarten to Grade 12, we provide daily opportunities for cultural immersion while ensuring academic excellence, nurturing the well-being of our students, families, and the community as a whole. JOB SUMMARY: Reporting to the School Administration, the Administrative Assistant is responsible for the efficient daily operations of the school and serves as a primary point of contact for students, families, and external partners. In this dynamic position, you will manage a wide array of responsibilities, including reception, attendance tracking, records management, financial processing, and facility maintenance. You will support the leadership team by organizing meetings and preparing reports, while also driving community engagement through social media, newsletter creation, and field trip and special event coordination. This role requires exceptional organizational skills to balance administrative tasks—such as procurement, safety compliance, and bus scheduling—with the creative aspects of designing school materials and supporting the overall well-being of the school system. If you are an organized, community-minded professional capable of balancing administrative precision with creative tasks such as design and social media, you will play a vital role in creating a welcoming and efficient environment that enables our school to thrive. DUTIES AND KEY RESPONSIBILITIES: Administrative Assistance * Assistant to Principal and Vice-Principal (School Administration) * Support staff meeting coordination, including food and drink, tech set-up and note-taking. * Provide monthly attendance reports and reviews with the School Administration * Provide monthly finance reports for review with the School Administration School Reception * Manage reception, including emails, phone calls, texts, walk-ins, and deliveries. * Track and record daily student attendance. * Maintain a record of school keys and FOBs * Coordinate bus scheduling for all school field trips * Maintain indoor/outdoor signage and noticeboards. Finance & Procurement * Process visa reconciliations, accounts payable/receivable, and maintain financial records. * Track Pro-D claims, student COOP hours/payments, and food expenses. * Manage subscriptions and vendor accounts (e.g., Culligan, Scanova, Canva, Adobe, Grammarly). * Health, Safety & Facilities * Maintain emergency supplies, GO bags, first aid kits, and safety binders. * Coordinate maintenance and repairs with Public Works and contractors. * Manage staff key distribution and oversee cleaning services. * Schedule school bus maintenance, inspections, and required permits. * Support kitchen routines and cleaning workflows. Student Records & Data * Maintain accurate digital and physical student files; request, scan, and organize records. * Update and verify student information in DRUMS. * Manage student registrations, applications, permissions, and release forms. * Track Compass Card distribution, autoloads, payments, and replacements. Communication & Outreach * Send school updates, newsletters, and event reminders to families. * Draft and schedule social media posts. * Support partnerships with community groups, donors, and external agencies. Events, Scheduling & Programming * Coordinate ceremonies, graduations, field trips, guest performers, and cultural programming. * Book buses and liaise with bus booking with other departments. * Coordinate health clinics with Vancouver Coastal Health (vaccinations, hearing, vision). * Maintain the events calendar and manage shared-space bookings (e.g., gym). * Support hot-lunch planning, catering, and food ordering. Design & School Materials * Create certificates (attendance, graduation, scholarship) for awards and ceremonies. * Design, order, and track school-branded materials, including signage, clothing, folders, mugs, ID cards, business cards, and blankets. Other duties as assigned/required. CRITICAL SKILLS AND COMPLEXITIES OF THE JOB * Positive & Collaborative: Maintains an approachable and cooperative attitude, working effectively as a team player who receives direction well and implements it with a positive spirit. * Confidentiality & Trust: Maintains strict confidentiality, protecting the privacy and trust of our students and the community, and handling student, staff, and family information with discretion. * Adaptability & Resilience: Ability to organize and prioritize diverse duties efficiently, maintaining high-quality work and accuracy even in a fast-paced environment with frequent interruptions. * Communication: Exceptional interpersonal skills with the ability to communicate clearly and respectfully—both verbally and in writing—with students, staff, families, and the public. * Proactive Problem Solving: Capable of anticipating team and community needs, with a strong understanding of school policies to provide accurate guidance and support. * Initiative: Demonstrated ability to work independently, taking appropriate initiative to solve problems while keeping leadership informed. * Detail-Oriented Support: Strong attention to detail in preparing reports and correspondence, with the flexibility to support various departments with general administrative tasks. QUALIFICATIONS: Required: * Education: Successful completion of Grade 12 (High School Diploma). * Technical Proficiency: Intermediate to advanced proficiency with Google Workspace and Microsoft Office for Mac. * Office Systems: Demonstrated ability to accurately utilize word processing, spreadsheet, database, and communications software. * Typing: Minimum net keyboarding speed of 50 wpm with high accuracy. * Equipment: Proficiency in operating standard office equipment (e.g., multi-function printers, copiers, and scanners). * Clearance: Must successfully pass a Criminal Record Check with a Vulnerable Sector Search. Preferred (Assets): * Certification: Certificate in Office Administration, Business Administration, or a related field. * Experience: Minimum one (1) year of recent, successful experience in an office administration role. * Community Context: Previous work experience within a First Nation community or social service setting is highly desirable. * Cultural Knowledge: Demonstrated knowledge of the Tsleil-Waututh Nation community, culture, and traditions. * Finance: Experience with basic bookkeeping and accounting principles. * Safety: Current First Aid Certificate (or willingness to complete high-level first aid training upon hire). INHP Full-time, Permanent (10 months – School season)

Responsibilities

The Administrative Assistant is responsible for the efficient daily operations of the school, managing tasks such as reception, attendance tracking, and financial processing. This role also involves supporting the leadership team and driving community engagement through various communication channels.