Position Summary
Laureate College is seeking a professional, approachable School Receptionist & Administrative Assistant to serve as the first point of contact for students, families, staff, visitors, and service providers. The role combines front-desk service with practical administrative support for attendance, student documentation, school communications, facilities, and day-to-day operations.
The successful candidate will be comfortable handling frequent interruptions while remaining calm, accurate, discreet, and service-focused.
Key responsibilities
Front desk, visitors, and daily inquiries
· Welcome students, parents, staff, visitors, contractors, and delivery personnel in a warm and professional manner.
· Manage front-desk coverage, incoming telephone calls, shared front-office email, deliveries, couriers, and general inquiries; route matters promptly to the appropriate staff member.
· Coordinate visitor sign-in and sign-out, visitor badges, and related school safety and access procedures.
· Receive student and family forms, payments, documents, and messages, record them accurately, and direct them to the appropriate owner.
· Support student arrival, late sign-in, early dismissal, and other front-office processes in accordance with school procedures.
Attendance and parent communication
· Monitor daily attendance completion in Trevlac for Junior and Senior School and follow up with teachers when records are incomplete.
· Contact parents or guardians regarding unexplained absences when the school has not received notification, and document the follow-up.
· Maintain accurate attendance-related notes and send approved reminders or communications as required.
· Escalate attendance concerns, discrepancies, or student-safety issues promptly to the appropriate principal or designate.
Student records and health-document support
· Maintain routine hard-copy Ontario Student Record (OSR) filing and support scanning, archiving, and document retrieval in accordance with school procedures.
· Process approved student documents provided by the records owner, including filing or uploading health insurance, immunization, registration, report card, and transcript documents as assigned.
· Using a verified student list and coverage dates supplied by the designated records coordinator, purchase medical insurance for international students, retain proof of coverage, and upload the completed documents to the designated student file.
· Support Halton Public Health documentation requirements, including entering approved student information in the required spreadsheet, maintaining submission records, and following up on administrative gaps.
· Support report-card distribution and hard-copy filing after the records have been approved and prepared by the designated academic and records owners.
· Protect the privacy and confidentiality of student, family, employee, and school information always.
School communications, calendar, and events
· Send approved bulk communications to parents and students, including school notices, weather-related messages, and operational reminders.
· Assist principals and Operations with preparing and maintaining the school-year calendar and communicating approved updates.
· Provide administrative support for graduation and school events, including graduate photo scheduling, gown and recognition-item orders, vendor coordination, and logistics.
· Responsible for organizing and scheduling all school/class field trips and special event outings, including creating, distributing the required permission and information forms, collecting and processing student information and maintaining accurate documentation for each event.
· Format, proofread, and prepare routine letters, notices, forms, and other school documents as requested.
Operational and administrative support
· Maintain the Safety Data Sheet (SDS) binder and product inventory records; track maintenance work orders from SSND and other tenants through the approved request process.
· Support Health & Safety meetings through agenda assistance, minute-taking, record maintenance, and circulation of approved minutes; collect and process bi-weekly timesheets by established deadlines.
· Coordinate meal tickets and visitor meal arrangements with Food Services and support facility-rental and event-booking inquiries, calendars, documentation, and records.
· Coordinate approved printing and marketing-material requests with vendors, and assist with ordering, stocking, monitoring, and reordering office and school supplies.
· Perform other reasonable administrative duties consistent with the role and operational needs of the school.
Qualifications and experience
· Post-secondary education in Office Administration, Business Administration, Education Administration, or a related field is preferred, together with at least two years of relevant administrative, reception, customer-service, or student-services experience.
· Experience in a school environment is a strong asset, along with a strong working knowledge of Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.
· Experience with student information systems, learning platforms, databases, or document-tracking systems is an asset; experience with Trevlac, Moodle, or PowerSchool is particularly helpful.
· Experience maintaining confidential digital and physical filing systems with a high level of accuracy.
· Clear written and verbal communication skills, a professional and calm parent-facing manner, and the ability to work collaboratively across departments.
· Ability to organize competing priorities, meet recurring deadlines, work effectively in an interruption-driven environment, and exercise sound judgment with sensitive information.
How to Apply
Interested applicants are invited to submit a cover letter, resume, and contact information for two professional references to [email protected].
Note: Only candidates selected for an interview will be contacted.
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Dental care
- Life insurance
- On-site parking
- Vision care
Work Location: In person
