Junior School Administrative Coordinator

Junior School Administrative Coordinator

Full Time

Southpointe Academy is a leading edge International Baccalaureate (IB) Continuum School surrounded by the ocean, beaches and natural beauty of South Delta. As a co-educational, secular day school serving over 740 students from Kindergarten to Grade 12, Southpointe is known for its strong sense of community, collaborative culture, and commitment to professional development. The school fosters caring relationships with students and develops young people of character who make a positive difference in the world.

Southpointe takes immense pride in its world-class educational offerings. The International Baccalaureate Primary Years (Grades K-5), Middle Years (Grades 6-10), and Diploma (Grades 11-12) Programmes are globally recognized for their excellence, rigour and educational impact. These distinguished programmes are complemented by state-of-the-art facilities and purpose-built amenities, ensuring an innovative environment for learning. Southpointe is on track to complete its cutting-edge Expansion Campus, a 75,000-square-foot addition that seamlessly integrates with the schools existing facilities. This significant achievement reflects the schools ongoing growth and enduring commitment to providing an exceptional, future-focused learning environment for all members of the community.

Reporting to the Junior School Principal, the Junior School Administrative Coordinator position will commence on August 17, 2026, or earlier by mutual agreement.

Role and Responsibilities:

Junior School Human Resources

• Provide primary administrative support to the Junior School Principal throughout the recruitment process, including reviewing applications, screening resumes, identifying qualified candidates for consideration, scheduling interviews, and preparing recruitment documentation.
• Publish and maintain employment postings on the school's website and external recruitment platforms.
• Record accurate notes during interviews and meetings with teachers, staff, and faculty.
• Update BambooHR with employee information and staffing changes.
• Monitor, track, report, and follow up on teacher co-curricular commitments, ensuring participation is documented and any concerns are addressed through established school processes.

Co-Curricular Program Coordination

• Serve as the operational lead for the Junior School Co-Curricular Program by developing and implementing the annual program plan; establishing timelines, processes, and communication plans; coordinating teacher assignments, student registrations, class lists, participation tracking, reporting, and parent communications; cultivating partnerships with external providers; monitoring participation trends; and recommending enhancements to program offerings that reflect the developmental needs of Kindergarten to Grade 5 students and the priorities of the school.
• Oversee attendance procedures during Junior School co-curricular programming by ensuring accurate student attendance is recorded, maintained, and verified for all clubs.

Operational Leadership

• Provide comprehensive administrative, operational, and organizational support to the Junior School Principal, exercising initiative, sound judgement, and discretion in managing a wide range of responsibilities.
• Develop efficient administrative processes, identify opportunities for continuous improvement, and implement systems that enhance the effectiveness and responsiveness of the Junior School office.
• Respond with flexibility and professionalism to the evolving operational needs of a Kindergarten to Grade 5 learning environment, undertaking new responsibilities and special projects that support students, families, faculty, and school priorities throughout the year.
• Support Junior School initiatives in alignment with the philosophy, standards, and practices of the International Baccalaureate Primary Years Programme (PYP).

Reception and Community Relations

• Serve as a welcoming and professional first point of contact for parents, visitors, and members of the school community, fostering a positive and inclusive experience that reflects the school's mission and values.
• Provide support to reception areas as needed by assisting with front-office operations, responding to inquiries, and ensuring a welcoming, efficient, and professional experience for students, families, visitors, and staff.

Event Coordination

• Collaborate with the Marketing & Communications, Community Engagement, Facilities, and other departments to plan and execute Junior School events, assemblies, performances, celebrations, open houses, and community activities.
• Develop, maintain, and monitor the annual Junior School operational calendar by anticipating key events, recurring responsibilities, critical deadlines, and school priorities; coordinating timelines, facility requests, meetings, and logistical requirements to support the successful implementation of Junior School initiatives.

Communications and Publications

• Manage and continually enhance the Junior School website by maintaining a dynamic, engaging, and informative homepage featuring announcements, newsletters, photos, videos, graphics, calendars, and resources that support effective communication with families.
• Prepare, edit, format, publish, and distribute professional reports, presentations, newsletters, correspondence, meeting materials, handbooks, website content, and other written and digital communications that reflect the school's standards for quality, accuracy, consistency, and brand.

Records Management and Digital Systems

• Maintain confidential student and employee records in accordance with school policies and privacy requirements.
• Maintain confidential student and staff data through accurate data entry, administration of school information systems, and coordination of assessment administration (e.g., MAP Growth, Foundation Skills Assessment) and related reporting.
• Administer Pick-A-Time software to coordinate parent-student-teacher conferences and provide administrative support for provincial and school-based assessments.
• Maintain official student records for Kindergarten through Grade 5, ensuring compliance with Ministry of Education requirements and school policies.
• Maintain and update grade-level lists and student information across school databases, digital platforms, and operational systems to ensure data integrity.
• Provide administrative support for the report card process, including editing, formatting, proofreading, and monitoring completion timelines.
• Record accurate minutes and confidential notes for meetings with parents, faculty, leadership, and other stakeholders, ensuring appropriate documentation and follow-up.
• Maintain the highest level of confidentiality and discretion when handling sensitive student, employee, and school information.

Resources and Inventory

• Coordinate the procurement of annual school supplies and educational resources and administer the Junior School inventory system using the Sortly platform to maintain accurate records of instructional materials, technology, equipment, and supplies.

Field Trip Support

• Coordinate the planning and administration of Junior School field trips by managing documentation, emergency contact lists, transportation arrangements, communications, and liaison with external providers to support safe, organized, and efficient excursions.

Summer Programme Coordination

• Provide comprehensive administrative support for the Southpointe Summer Programme.
• Assist the Summer Programme Director in identifying and coordinating external vendors and service providers.
• Provide administrative support for the recruitment, onboarding, and coordination of summer instructors, contractors, and program staff.
• Support student registrations, scheduling, facility coordination, and program logistics.
• Deliver responsive and professional customer service by managing inquiries and ensuring timely communication and follow-up with families and community members.

*Perform other related duties and special projects as assigned by the Junior School Principal.

Essential Qualifications or Experience:

• Minimum of 25 years of recent, relevant administrative experience, preferably in an educational setting.
• Demonstrated experience providing administrative support in a fast-paced environment.
• Proficiency with Google Workspace, Canva, website content management, spreadsheets, word processing, and email applications.
• Preference may be given to candidates with experience using school information systems, educational technology, and administrative platforms, including Toddle, Alma, Pick-a-Time, Sortly, MAP Growth, EduPac, and Amazon Business.
• Willingness and ability to learn and use school information systems and digital platforms.
• Excellent organizational, time management, and interpersonal skills, with the ability to manage multiple priorities.
• Exceptional written and verbal communication skills, including meticulous proofreading, editing, spelling, and grammar.
• Ability to maintain confidentiality, exercise sound judgement, and work collaboratively with students, parents, faculty, staff, and the wider school community.

Salary and Benefits:

• Annual salary $67,000-75,000 depending on qualifications and experience;
• Comprehensive health and dental plan, and other extended benefits;
• RRSP contributions;
• Staff wellness program;
• Subsidised school lunch programme.

Hours of Work:

• Monday to Friday
• 8:30 a.m. 4:30 p.m.
• Year-round position
• Availability to respond to time-sensitive or emergent school matters outside of regular working hours on an occasional basis, as required.

Applications

Please submit your application with the following supporting documents to ourCareers portal:

• Cover letter;
• Resume

Please see ourwebsitefor additional opportunities.

Applicants must be legally entitled to work in Canada or be in the process of obtaining the appropriate visa(s).

Southpointe Academy encourages applications from suitably qualified candidates with diverse backgrounds. We value each community members identity, perspective and well-being, and embrace our differences as a sign of strength.We believe in diversity, equity and inclusion and are committed to equal employment opportunities