SRCE 24-702, SRCE, Programs & Student Services, Term Administrative Assistant

As part of the public education system in Nova Scotia, the Strait Regional Centre for Education (SRCE) was established on April 1, 2018, to deliver the public school program focusing on supporting student learning, achievement, well-being and overall success.  The Strait Regional Centre for Education, with the support of approximately 1,050 employees, works diligently to achieve its mission “to empower our children and youth, within safe, equitable and inclusive environments to embrace a changing world as responsible, contributing and successful lifelong learners.”  In 2024-2025 the SRCE operates 20 schools with approximately 5,954 students; and approximately 330 children are attending pre-primary programs at 14 school locations.  Located in the northeastern part of Nova Scotia, the Strait Regional Centre for Education’s jurisdiction encompasses the counties of Antigonish, Guysborough, Inverness and Richmond, an area of approximately 11,000 square kilometres with a population of 53,742 (Census 2021).

The Strait Regional Centre for Education invites applications from qualified candidates for the posted vacancy. 

7 hours/day 8:30am - 4:00pm 

Effective dates:       11/25/2024     to  06/30/2025

Deadline for applications:     11/14/2024  at 11:59 pm

Responsibilities:

The role of the Administrative Assistant in the Programs and Student Services Department is to provide assistance to the Director of Programs and Student Services and is specifically responsible for the coordination of the administrative management of the department, including the development, implementation, and administration of office procedures and protocols.

The Administrative Assistant will display a commitment to the mission, beliefs and goals of the Strait Regional Centre for Education, including that we empower our children and youth, within safe, equitable and inclusive environments, to embrace a changing world as responsible, contributing and successful lifelong learners.

The duties and tasks of the Administrative Assistant may vary, from time to time, with the evolution of the organization and may include, but not be limited to the following:  

• Working as a member of a team to effectively and efficiently support the Director and Program and Student Services Department with administrative tasks;
• Undertaking activities related to the day-to-day interpretation and communication of events, activities, and processes under the jurisdiction of the Director, and the Program and Student Services team, including the pre-primary program;
• Managing systems for the handling of inquiries, correspondence and student transcript requests including opening, sorting, prioritizing and routing incoming correspondence, sending and receiving messages as necessary;
• Providing support for the arranging, scheduling, and notification of events, meetings, booking spaces, preparing agendas, and briefings related to the activities of the department;
• Ordering and maintaining adequate inventory of office supplies and materials for Programs and Student Services Department staff as required;
• Maintaining purchasing and financial records related to the operation of the department, according to the policies and practices of the Strait Regional Centre for Education;
• Preparing correspondence and reports related to the activities of the department as requested by the Director or designate;
• Compile, create, analyze, and review data to support decision-making in the organization as required;
• Maintaining and managing the required department filing system for effective information storage and retrieval;
• Responding to inquiries from, and performing liaison services via telephone and email with other Departments, Regional Centres for Education, the Department of Education and Early Childhood Development, outside/partner agencies, parents/guardians, students, and the community-at-large as required;
• Undertaking such other duties as directed or assigned by the Director or designate.

Qualifications:

Essential Requirements:

• Completion of a Secretarial/Office Administration Program from a recognized institution, or equivalent;
• Minimum of 5 years of recent, related work experience including providing frontline administrative support in a fast-paced office environment;     
• Ability to effectively perform a wide range of secretarial/administrative duties including records management, preparation of reports and documentation processes within the Program and Student Services Department;
• Demonstrated commitment to client service and the ability to demonstrate positive interpersonal skills, professionalism and diplomacy in dealing with the school community, staff and outside agencies;
• Demonstrated knowledge and competency in secretarial and administrative tasks including the use of advanced computer systems/software that includes Microsoft Office Suite, G-Suite, Email, databases, and the Internet;
• Ability to maintain and promote, in the strictest confidence, information received and processed concerning all department and Regional Centre for Education matters;        
• Strong oral and written communication skills and the ability to utilize these skills internally with regional office and school-based staff, and externally with agencies, union groups, businesses, parents and the general public as required;        
• Excellent time management, organizational, and problem-solving skills while exhibiting precision and attention to detail;
• Ability to work effectively independently, with minimal supervision, or in a team environment on department projects, tasks, and assignments;        
• Ability to organize and prioritize workloads effectively to meet deadlines and demands;        
• Ability to take initiative and work under pressure and meet tight deadlines;
• Ability to effectively adapt to changing situations within the workplace;

Desirable Requirements:
Preference will be given to those candidates who have:

• Experience working in a public education environment;
• Experience using Student Information System;
• Demonstrated competency managing student records and the analyzation of the Nova Scotia Public Schools Program, in its current and historical context, as it relates to student transcripts.

Your application must include at least three (3) work-related references; one must be your most recent supervisor.    The Strait Regional Centre for Education appreciates your expression of interest for employment.  Please note that only candidates selected for interviews will be contacted. 

All employees of the Strait Regional Centre for Education must provide a current (within the last 3 months), and clear Criminal Record Check-Vulnerable Sector and Child Abuse Registry prior to employment with the Strait Regional Centre for Education.

All candidates short listed for interviews will have references check prior to being interviewed.  Candidates can check on the status of their applications in Successfactors under My Applications.