Administrative Assistant

Permanent, full-time position, beginning January 1, 2020

St. Michaels University School is seeking a detail-oriented, flexible administrator to support our Data Centre and Admissions teams. This role requires a collaborative team player and self-starter, who is able to maintain a high level of confidentiality. This position works full-time, twelve months of the year. Hours of work are 8 am – 4 pm, Monday to Friday, with some evening and weekends when needed for Admissions events.

Key Responsibilities

  • The primary responsibility for this role is managing student attendance in the morning. This is done by confirming/relaying information with parents, students and teachers and entering this information into the school data system (SDS)
  • Communicates directly with both students, parents and teaching faculty
  • Works closely with the Assistant Director, Student life and the Director of Admissions
  • Responds to questions in-person, via phone, and email
  • Provides administrative support to the Director of Admissions
  • Manages the office needs, including inventory of the Admissions Department
  • Works with an Admissions in-house computer program to manage the student application process
  • Supports families as they complete and submit admissions applications
  • Verifies accuracy and completeness of applications 
  • Liaises as needed with other school departments as part of the application review process
  • Works with prospective families arranging personalised visits and testing as directed by the Director of Admissions and Admissions Associates
  • Oversees testing, including inventory, preparation, invigilating and marking of admissions tests
  • Provides support for Admissions events
  • General office tasks such as filing, booking department appointments and meetings
  • Prepares reports at the request of the Director of Admissions or members of the Senior Leadership Team
  • Other tasks as required


  • This position requires a minimum of a high school diploma, and three years related experience. A diploma in office administration is preferred
  • Strong administrative skills, and proficient with Microsoft Office (Outlook, Word, Excel), and an emphasis on database entry
  • Ability to work independently and as part of a team
  • Strong communication skills, both verbal and written
  • Strong attention to detail, organization, and planning skills
  • Flexibility and a positive approach to problem solving are a must
  • Ability to meet tight deadlines
  • Experience in event-planning or in a service industry would be an asset
  • Background in independent schools working with international clients would be an asset
  • An equivalent combination of education and experience may be considered

Criminal Record Check

Must pass and maintain a clear criminal record check for the purposes of working with children.

Application Details

Please respond with a cover letter and résumé on or by December 6, 2019 to:

Jennifer Kayal, Human Resources Administrator
St. Michaels University School
3400 Richmond Road
Victoria, BC V8P 4P5
[email protected]

Please note that only short-listed candidates will be contacted; no phone calls, please. Thank you for your interest in our school.

St. Michaels University School is one of Canada’s leading co-educational, independent day and boarding schools.

Our boarding population is recruited nationally and internationally to form a rich and diverse community. Our students come from over 20 different countries and our school community represents over 40 different ethnic backgrounds. Our graduates attend the top universities in the world, many of them on scholarships. The faculty culture of excellence is supported by healthy professional development resources and a dynamic program of professional growth, which has earned them national and international recognition, including several Prime Minister’s Teaching Awards.

The school pursues academic success in an environment where the character and the self also grow.

For more information about St. Michaels University School, please refer to the rest of our website.