We are seeking an individual who is inspired by our mission and whose beliefs align with our core values of integrity, compassion, inquiry and courage, and reflects our core competencies to join Havergal College as Day School Office Assistant. This is a full-time, permanent position.

SPECIFIC ACCOUNTABILITIES:

Faculty Coverage

• Coordinate supply teacher and on-call coverage, including but not limited to: managing coverage requests from faculty; equitably assigning on-call duties; scheduling and managing supply teachers; accurately entering on-call and supply teacher data into the school database; completing data integrity checks to ensure accurate supply teacher payroll; share staffing concerns or issues with the coverage process with the Director of Academics.

Student Attendance

• Track and follow up on student attendance records and class attendance for every block; monitor student sign-in and sign-out; track and input student absences, late arrival and early dismissals in the school database.
• Ensure faculty complete their class attendance in a timely manner every period.
• Resolve any discrepancies in daily student attendance records through communication with classroom teachers, Guidance and Health Centre staff, other members of the student support team, and parents, as necessary.
• Follow up with the Head of Middle School or Senior School regarding all attendance concerns and irregularities.
• Produce regular student attendance reports.
• Assist in coordinating and managing attendance processes and data for student events and excursions.
• Assist with the coordination of the evacuation drills.

Supporting Academic Operations

• Support the work of the Director of Academics, on projects and events throughout the school year, including but not limited to: Parent-Teacher Conferences, OSSLT administration, the AP program, final exams, and other duties as required.

Other Daily or Cyclical Tasks

• Manage communication from faculty, staff, students, and parents; redirect as required and follow-up as necessary.
• Prepare and manage daily announcements.
• Provide absence coverage for Upper School administrative staff.
• Assign faculty duties as requested.
• Assist with routines related to school opening and closing.
• During student holidays (e.g., summer, March Break, etc.) support work of other departments, including but not limited to Guidance and the Heads of Middle, Senior, and Upper Schools.

QUALIFICATIONS, KNOWLEDGE AND EXPERIENCE

• Post-Secondary Education.
• Strong technical skills, particularly in data management and integrity (data entry and validation, spreadsheet modeling, data migration).
• Commitment to developing and maintaining positive communication and relationships with all stakeholders.
• Solution-focused, proactive, and process-driven approach to anticipating and addressing needs with strong attention to detail and quality.
• Demonstrated ability to juggle competing priorities in a fast-paced environment.
• Committed to continuous professional development.

• Manage communication from faculty, staff, students, and parents; redirect as required and follow-up as necessary.
• Prepare and manage daily announcements.
• Provide absence coverage for Upper School administrative staff.
• Assign faculty duties as requested.
• Assist with routines related to school opening and closing.
• During student holidays (e.g., summer, March Break, etc.) support work of other departments, including but not limited to Guidance and the Heads of Middle, Senior, and Upper Schools