Are you looking to work in a District that is committed to collaboration, mentorship, and creating inspiring educational experiences?
The Delta School District aims to be an innovative, inclusive community where all learners belong and everyone soars. We are a District of more than 15,900 students and 3,000 employees.
The District’s mission is to inspire and nurture thriving, future-ready learners at each of its 31 schools, located in Ladner, North Delta, and Tsawwassen. We value Compassion, Responsibility, Integrity, Creativity, Diversity, and Resilience.
Our schools and District offices are located on the traditional territories of the Tsawwassen and Musqueam First Nations. The District offers its respect to the Knowledge Keepers and all First Peoples who have been on these lands since time immemorial.
Position: Student Information Systems Administrator - Continuing
Competition: S-26-173R
Location/Dept: Delview Secondary
Hours: 35.00 Monday-Friday - 12 Months
EXTRA MINS: NO
Start Date: JULY 27, 2026
Term of Employment: Continuing
Salary: $33.57 Per Hour
Posted: JUNE 19, 2026
Application Deadline: Ongoing
SUMMARY:
Reports
to the Principal, and works collaboratively with the Vice Principal. Performs a variety of administrative duties
to record and track student enrollment to ensure accuracy of statistics and
reporting requirements., to manage and coordinate student services at the
Secondary School; and, is responsible for processing all admissions and
registrations, and responding to a high degree of confidential and sensitive
documentation.
DUTIES:
1. Registers new students for school in
support of the Regular, French immersion, International, alternate, resource
room, and academy programs. Obtains
documentation for non-catchment and non-school district, and academy
applications. Inputs and updates student
data, courses, program codes, reporting marks into computerized record
systems.
2. Withdraws students and maintains
student records and files; requests, forwards and documents confidential
student files, making entries both manually and electronically to ensure
accurate data. Produces class lists,
spreadsheets, and statistical reports; monitors and records student marks for
submission to the Ministry of Education.
3. Enters and processes, validates,
organizes, reconciles and reviews for accuracy the student information system
data and statistical reports for submission to the Ministry of Education to
meet deadlines for 1701 funding twice a year, and TRAX and SADE course
information weekly. Processes graduation
status reports on a regular basis to check for non-graduates. Checks the Ministry of Education website for
non-graduate lists after each TRAX submission, and provides the information to
administrators and counsellors on a regular basis.
4. Updates course guide catalogue; adds
courses and sections as required; schedules course requests for students.
5. Enters and edits term grades, work
habits, narrative comments, IEP information, Honour Roll, Principal’s List and
G Club, failure lists, and graduation transcripts for each reporting period;
maintains and compiles ministry course code changes, school course code
conversions and course master, working within tight time constraints.
6. Closes down previous school year,
entering student marks for non-regular programs into the student information
system for submission to the Ministry database, completing each step of the
process in proper order, ensuring no data is missing. Checks, prints, and documents Ministry
provincial exam results, graduation and non-graduation reports throughout the
school year and in July/August, working to Ministry driven timelines.
7. Sets up parameters for new school year
to ensure proper and efficient start-up, working closely with the Vice
Principal. Inputs new school year
timetable and ensures all data is accurate, with proper coding for School
District and Ministry of Education; completes scheduling and produces class
lists, reports, and spreadsheets.
8. Updates, including adding, deleting,
and validating information to meet set deadlines, the Online Exam Register on
the Ministry of Education website.
Registers Provincial exams and assessments for quarterly examination
sessions; may be required to register summer school students and examination
re-writes.
9. Provides procedural advice and
guidance to other staff, including teachers, counselors, and administrators, on
report card marks, comments, course requests, and TRAX credits. Provides statistical and analysis reports for
school administrators using the Dashboard computer program.
10. Responds to requests from current and past
students for official transcripts, and from lawyers, outside agencies, and
hospitals for retrieval and copying of student records. Collects relevant fees and transcript monies
and issues receipts.
11. Processes, edits, and adjusts reports
for monthly teacher remedy as required, throughout the school year.
12. Troubleshoots with the Ministry of
Education on behalf of current and past students; interacts with School
District departments including Superintendent’s Office, counselors, teachers,
parents, and students by telephone, email, other written correspondence, and in
person.
13. Responds to questions from parents,
students, teachers, and administration, with respect to MyEd BC, CIMS products
(Parent Connect, Student Connect, Teacher Connect, and Admin Connect), and
other relevant platforms. Maintains and
provides confidential sign-on and password information for the Connect programs
by telephone, email, and in person.
14. Prepares, receives, and enters data
for Parent/Teacher conferences using both the CIMS student system and software technology
programs; uploads and maintains appointment schedules.
15. Performs a variety of administrative
duties as required; keyboards, proof reads, duplicates, photocopies, collates,
answers switchboard, and files a variety of material. Moves student files, and archives
accordingly; files new graduates transcripts with PR cards. Performs relief receptionist duties and
responds to a wide variety of both external and internal enquiries by
telephone, email, and in person.
16. Remains current with changing technology;
software programs; Ministry of Education Handbook of Procedures and Course
Information Books; policies; and equipment.
Works closely with the Information Services Technology department
regarding data input and uploads, and relevant District systems, such as MyEd
BC and CIMS programs.
17. Supervises students in the office and
medical room. Attends to sick students,
may perform first aid.
18. May be required to coordinates the
replacement of teachers and support staff using SmartFind Express call-out
system.
19. Maintains the call-out student
database in the automated absentee system and sets up parameters for the
system.
20. May be required to send out mass
emails to parents and students.
21. May be required to maintain and
distribute classroom and building keys.
22. Performs other
related duties as assigned.
QUALIFICATIONS:
1. Successful completion of a Secondary school graduation program or
equivalent. Completion of post-secondary
courses equivalent to 8 months including database, data entry, information
processing, spreadsheet, and word processing applications.
2. A minimum of two years recent, related and relevant experience in
a comparable school office environment, or an equivalent combination of
experience and training using student information systems and programs,
database and spreadsheet applications,
and an excellent working knowledge of computers.
3. Knowledge of policies and procedures related to secondary school
graduation requirements in BC and the student information systems.
4. Ability to work to tight deadlines and set priorities with minimum
direction; proven ability to adapt to changing priorities while maintaining
high levels of customer service.
5. Ability to work independently, make decisions using initiative and
independent judgement, and to enter, process, organize, and review a high
volume of detailed and complex student information quickly and accurately.
6.Ability to establish and maintain effective working relationships
with school and district staff, students, parents, and the public to explain
school policies and procedures, guidance, and supply information and assistance
as required.
7. Excellent interpersonal, communication, and organizational skills
are required.
8.Ability to operate a variety of office equipment.
9. Physically capable of performing the duties of the position.
10.Knowledge of WorkSafe BC and WHMIS
regulations. Safe work practices,
evacuation and lockdown drills.
11.Some positions may require the
knowledge of a language other than English.
Delta School District is committed to fostering an inclusive and diverse environment. We encourage applications from individuals of all backgrounds, and we actively seek to create a workplace that accommodates the needs of all employees, including those with disabilities. If you require any accommodations during the application or interview process, please contact Human Resources at [email protected], so we can provide the necessary support to ensure equal process.
