Day School Office Assistant

Support Position

Closing Date: July 04, 2025

Job Term: Full Time

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.

Why Havergal is the Place to Be

Founded in 1894 and located on a beautiful 22-acre campus in midtown Toronto, Canada, Havergal College is one of Canada’s pre-eminent independent schools for girls from Junior Kindergarten through Grade 12. At Havergal College, we believe that great schools are made up of great people. With a rich history spanning over 130 years, we are committed to offering a contemporary liberal arts education, which is rooted in the Anglican tradition. Our mission is to prepare young women to make a difference. Through our outstanding academic and cocurricular programs, and a cohesive and collegial team of faculty and administration staff, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking and global-mindedness within our students.

We take pride in attracting and retaining highly-qualified faculty and administration staff to ensure that our school remains at the forefront of educational excellence. Join us in this transformative journey of education, working together to empower young women to make a positive difference in our world.

We are committed to building a diverse workforce and an inclusive workplace. We believe that an inclusive environment fosters a culture of mutual respect, creativity and innovation, collaboration and accountability. To this end, we encourage applications from all qualified candidates with a diverse range of experiences and perspectives, including women, BIPOC (Black, Indigenous and People of Colour) peoples, LGBTQ2S+, and persons with disabilities to join our thriving team.  We seek candidates who are committed to nurturing a community where integrity, compassion, inquiry and courage thrive. 

The Position


The Day School Office Assistant is responsible for ensuring daily operations within the Day School Office (DSO) run efficiently and offer service excellence to faculty, staff, students, and parents. Supporting a wide range of activities and projects within the Upper School (Grades 7-12), the DSO’s primary role involves the management of daily student attendance and faculty coverage. The Day School Office Assistants (2) report to the Director of Academics, work exclusively on campus, and the roles are 7:30 am -3:30 pm (1) and 8 am – 4 pm (1).

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.
Demonstrated ability and commitment to the Core Competencies of:
  • Inclusive Excellence
  • Collaboration & Teamwork
  • Integrity & Trust
  • Learning Agility
  • Communication
  • Growth Mindset

All qualified candidates are encouraged to apply and express their interest to HC Careers no later than July 4, 2025. This job posting is for an existing vacancy.

Havergal College thanks all applicants in advance. Only those candidates selected for an interview will be contacted. Havergal College is an equal opportunity employer. We are committed to an inclusive, barrier-free recruitment and selection process, and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). We will be happy to work with applicants requesting accommodation at any stage of the hiring process. If you require accommodations, please contact Cathy LeBlanc at 416-483-3519 ext. 6526 or by email at [email protected].