Day School Office Coordinator

Support Position

Closing Date: September 27, 2021

Job Term: Full Time

We are seeking an innovative, enthusiastic and dedicated individual to join our Faculty and Staff as the Day School Office Coordinator. This is a full-time position.

The Position

Reporting to the Director of Administration, the Day School Office Coordinator is responsible for ensuring daily operations within the Day School Office (DSO) are running efficiently. This position will support whole school activities and projects ensuring it offers the best service to faculty, staff, students and parents.

Specific Accountabilies

  • 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 Day School Office.
  • Ensure faculty complete their class attendance in a timely manner every period.
  • Resolve any discrepancies in daily student attendance records by monitoring the Unexcused Absences and Lates and Late Arrivals queries throughout the day.
  • Produce student attendance reports as requested.
  • Assist with the coordination of evacuation drills.
  • Assign faculty duties such as door duty, morning screening, lunch duty, dismissal duty.
  • Back-to-school duties such as assigning and maintaining accurate student locker records.
  • Ensure all data relevant to teaching such as room allocations, teaching blocks and timing are accurately reflected on School systems, i.e. Veracross. 
  • Support the administration of tests and exams, working with various data sets to pull relevant reports to organize and track information. This requires working with multiple departments and corresponding specific needs as they relate to the College.
  • Event support such as Graduation, parent teacher conferences etc.
  • Manage communication from faculty, staff, students and parents; redirect as required and follow-up as necessary.
  • Prepare and manage daily announcements.
  • Maintain and keep up-to-date information and notices on the bulletin boards in the staff room and outside the Day School Office.
  • Organize, supply and provide on-call coverage for classes for ‘planned’ and ‘unplanned’ teacher absences in coordination with HR reporting processes on a needs basis.
  • Support the Junior School when required to track and follow up on student attendance records.
  • Assist with pandemic or emergency response with daily data collection of screening, results, absenteeism for students and exporting reports.
  • 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 Day School Office.
  • Ensure faculty complete their class attendance in a timely manner every period.
  • Resolve any discrepancies in daily student attendance records by monitoring the Unexcused Absences and Lates, and Late Arrivals queries throughout the day.
  • Produce student attendance reports as requested.
  • Assist with the coordination of evacuation drills.
  • Assign faculty duties such as door duty, morning screening, lunch duty, dismissal duty.
  • Back to school duties such as assigning and maintaining accurate student locker records
  • Ensure all data relevant to teaching such as room allocations, teaching blocks, and timing are accurately reflected on School systems, i.e. Veracross. 
  • Support the administration of tests and exams, working with various data sets to pull relevant reports to organize and track information. This requires working with multiple departments and corresponding specific needs as they relate to the College.
  • Event support such as graduation, parent teacher conferences etc.
  • Manage communication from faculty, staff, students, and parents; redirect as required and follow-up as necessary.
  • Prepare and manage daily announcements.
  • Maintain and keep up-to-date information and notices on the bulletin boards in the staff room and outside the Day School Office.
  • Organize, supply and provide on-call coverage for classes for ‘planned’ and ‘unplanned’ teacher absences in coordination with HR reporting processes on a needs basis.
  • Support the Junior School when required to track and follow up on student attendance records.
  • Assist with pandemic or emergency response with daily data collection of screening, results, absenteeism for students and exporting reports.
  • Assist with the coordination of pandemic response templates, including the instruction manual and training—in coordination with HR, College Leadership and the Health Centre.

Qualifications, Knowledge & Experience

  • Post-secondary education.
  • Minimum of 5 years administrative support experience.
  • Strong technical skills and ability in Microsoft and Google.
  • Experience in the use of online databases in education an asset.
  • Fluent in data management and integrity.
  • Demonstrated ability to juggle competing priorities in a fast-paced environment.
  • Experience with delivering multiple work streams simultaneously.
  • Able to deal directly with facility end-users and interpret requests.
  • Self-motivated with a strong desire to provide excellent service.
  • Committed to continuous professional development.

All qualified candidates are encouraged to apply and express their interest to [email protected] no later than September 27, 2021.

Havergal College welcomes applications from all qualified candidates, including women, Indigenous peoples, persons with disabilities, and members of visible minorities. We value a diverse workforce that reflects the communities we are situated in and serve.

We appreciate all applications, however only those candidates selected for an interview will be contacted.

Havergal College is committed to providing accommodations for persons with disabilities. If you require accommodations please contact Cathy LeBlanc at 416-483-3519 ext. 6605 or by email at [email protected].

About Havergal

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 school for girls from Junior Kindergarten through Grade 12. At the forefront of woman’s education for over 125 years, Havergal is grounded in the principles of a liberal arts education and prepares young woman to make a difference. Through our outstanding curricular and cocurricular programs, we nurture a culture of capability that fosters self-confidence, leadership, critical thinking, inquiry-based learning and teamwork within our students.