POSITION: Education Program Assistant
HOURS OF WORK: 8:30am to 4:30pm Monday to Friday
REPORTS TO: Director of Education
WAGE RANGE: $25.00 to $30.00
POSITION SUMMARY
The Education Program Assistant provides administrative, program, and operational support to the Education Department and serves as a key administrative support resource to the Education Director. This position plays an integral role in supporting the coordination and delivery of education programs, services, events, student supports, and departmental operations to help ensure education initiatives are organized, responsive, culturally grounded, and aligned with departmental priorities.
Working collaboratively with students, families, staff, schools, service providers, and community partners, the Education Program Assistant supports a broad range of day-to-day and strategic administrative functions including scheduling, records management, program tracking, correspondence, reporting coordination, event logistics, purchasing support, and assistance with education funding and support applications. The role requires a high degree of professionalism, discretion, organization, and initiative, and supports the Education Director with coordination of priorities, preparation of materials, administrative follow-up, and effective communication across the department.
Program and Administrative Support
- Provide administrative support for the Education Department, its programs, initiatives, services, and departmental operations.
- Provide direct administrative support to the Education Director, including calendar management, meeting coordination, prioritization of administrative tasks, follow-up tracking, and support for departmental priorities and deadlines.
- Coordinate appointments, meetings, workshops, tutoring sessions, school visits, and community events, ensuring schedules, logistics, and supporting materials are well organized.
- Prepare, format, and proofread correspondence, reports, presentations, briefing materials, meeting agendas, minutes, and program documents for the Education Director and Education team.
- Maintain organized student and program records, databases, files, and confidential documentation in accordance with departmental procedures and records management requirements.
- Assist with data entry, attendance tracking, student registrations, waitlists, and monitoring program participation, service levels, and operational follow-up.
- Coordinate office supplies, educational materials, resource inventory, and administrative resources required for efficient program and departmental delivery.
- Support purchasing processes, payment tracking, purchase requests, and the processing of approved education-related expenditures in a timely and accurate manner.
- Maintain calendars, timelines, work plans, program schedules, and internal tracking tools to support the timely completion of departmental activities, reporting requirements, and key deliverables.
- Monitor incoming correspondence, phone calls, emails, and inquiries for the department, and ensure timely routing, response, escalation, or follow-up as appropriate.
- Track action items arising from meetings, directives, and departmental discussions, and assist the Education Director in maintaining continuity on priorities and outstanding matters.
Student & Family Support
- Serve as a welcoming first point of contact for students, families, schools, and community members accessing Education services.
- Provide information and assistance regarding available education programs, funding opportunities, tutoring supports, student services, and community resources.
- Assist students and families with completing forms, applications, registrations, reimbursement requests, and required supporting documentation.
- Support communication between students, parents or guardians, schools, post-secondary institutions, and Education staff to help address routine questions and service needs.
- Help coordinate referrals to internal and external supports and services when appropriate, and assist with follow-up on student support needs.
- Support student intake, file setup, status updates, and ongoing administrative tracking for learners receiving supports or participating in programs.
- Promote a respectful, inclusive, and culturally safe environment for all learners and families.
Program Coordination and Community Engagement
- Assist in coordinating and organizing educational workshops, cultural activities, graduation celebrations, school visits, camps, tutoring initiatives, and community events.
- Support event logistics including venue preparation, registrations, catering coordination, transportation arrangements, materials preparation, and participant communication.
- Assist with community outreach and promotion of Education programs, opportunities, deadlines, and initiatives through appropriate communication channels.
- Help maintain communication through newsletters, posters, social media content, email updates, notices, and other community information materials as directed.
- Prepare event materials, participant lists, sign-in sheets, information packages, and follow-up documentation for Education activities and engagements.
- Participate in community meetings, school engagement activities, and educational events as required, and assist the Education Director and team with logistics and coordination.
Records, Reporting, and Confidentiality
- Maintain confidentiality and privacy of student, family, financial, and organizational information in accordance with applicable policies, procedures, and privacy requirements.
- Assist with collecting, organizing, maintaining, and validating program statistics, attendance records, student information, and reporting data for departmental planning and reporting purposes.
- Support file management and documentation processes in accordance with organizational policies, records management requirements, and departmental procedures.
- Ensure records are accurate, current, complete, and securely maintained, and identify gaps or outstanding documentation requiring follow-up.
- Assist with tracking budgets, student supports, purchase requests, approved expenditures, and related documentation where applicable.
- Compile, organize, and prepare supporting information and documentation for reports, funding files, audits, reviews, meetings, and departmental reporting requirements as directed.
- Support the Education Director with accurate record retrieval, status updates, and administrative reporting follow-up to support informed decision-making and effective oversight.
Collaboration and Team Support
- Work collaboratively with the Education Director, Education staff, community departments, schools, service providers, and partner organizations to support coordinated service delivery and departmental effectiveness.
- Provide high-level administrative and operational support to the Education team and contribute to efficient, organized, and professional departmental operations.
- Support the Education Director with follow-up on action items, internal coordination, document flow, scheduling priorities, and timely completion of administrative tasks and departmental commitments.
- Liaise professionally with internal staff, students, families, schools, and external partners to support communication, coordination, and continuity of service.
- Contribute to a positive, respectful, organized, and team-oriented work environment.
- Participate in staff meetings, planning sessions, training opportunities, and professional development activities.
- Support special projects, departmental initiatives, and other related duties as assigned.
CORE COMPETENCIES
- Communication and interpersonal skills
- Senior administrative coordination and organizational skills
- Attention to detail and accuracy
- Cultural awareness and respect
- Confidentiality, discretion, and professionalism
- Teamwork and collaboration
- Adaptability, initiative, and follow-through
- Community and client service orientation
- Problem-solving, coordination, time management, and judgment
- Diploma, certificate, or post-secondary education in Office Administration, Education Support, Human Services, Business Administration, or a related field is considered an asset.
- Minimum one (1) to three (3) years of progressively responsible administrative, program support, executive support, or community service experience.
- Experience providing administrative support to a manager, director, or departmental leadership function is considered an asset.
- Experience working with children, youth, families, or community programs is considered an asset.
- Strong organizational, administrative, coordination, and time management skills with the ability to manage multiple priorities and deadlines.
- Strong interpersonal and written communication skills with the ability to engage respectfully and professionally with diverse individuals, families, staff, and partner organizations.
- Ability to maintain confidentiality, manage sensitive information professionally, exercise sound judgment, and demonstrate discretion in handling departmental matters.
- Proficiency in Microsoft Office, Google Workspace, email systems, spreadsheets, document formatting, and general office technology.
- Ability to work independently and collaboratively within a team environment while showing initiative, follow-through, and strong attention to detail.
- Understanding of Indigenous communities, cultures, and community-based education approaches is considered an asset.
- Valid Class 5 Driver’s Licence and reliable transportation may be required.
- Ability to successfully complete a Criminal Record Check if required.
- Combination of office, school, and community-based work environments.
- May require occasional evening or weekend work for community events and activities.
- Interaction with students, families, schools, and community partners on a regular basis.
- Occasional travel for meetings, workshops, or events may be required.
Alternatively, candidates are invited to submit a cover letter and résumé outlining their qualifications and interest in the position. Email all applications to Erin Glasgow, Director of Education, via [email protected]
SȾÁUTW̱ First Nation is committed to building a workforce that reflects the community it serves. In accordance with Section 41 of the BC Human Rights Code, preference may be given to qualified Indigenous applicants, including Indigenous, Métis, and Inuit candidates.
All applicants are encouraged to self-identify in their application if they choose. Hiring decisions will be made based on merit, qualifications, and organizational needs, while supporting SȾÁUTW̱ First Nation’s commitment to Indigenous employment and self-determination.
Culture/Language
Respect for and working knowledge of the W̱SÁNEĆ culture and SENĆOŦEN language is required.
Personal Attributes
The Education Program Assistant maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality.
Our benefits package includes:
- Medical insurance
- Dental insurance
- Vision insurance
- Long-term disability insurance
- Life insurance
