Join our team as a Part-Time Reception and Program Assistant at the Wise Charter School Administration Office! In this role, you will be the friendly face and efficient organizer behind the front desk, ensuring smooth daily operations and excellent customer service. Your approach will help create a welcoming environment for students, staff, visitors, and family members. This position offers a fantastic opportunity to develop your administrative skills while supporting the educational mission of our school community. You will handle a variety of clerical tasks, coordinate communication, and assist with program support, all while maintaining a positive and professional demeanour.
Position Summary – WISE CS Part-Time Reception & Program Registration Assistant (0.4FTE)
The WISE CS Part-Time Reception/Program Registration Assistant position is an active member of the WISE Charter School. The Registrar is responsible for the management of student enrolment at the WISE Charter School, developing and implementing administrative and operational duties necessary to support daily front office administrative operations and program enrolment of the WISE Charter School/Society.
Qualifications:
The WISE CS Reception/Program Registration Assistant is required to have:
● Outstanding organizational skills
● Willingness and proven ability to work within a community environment.
● Excellent communication and interpersonal skills; approachable for students, parents and
colleagues.
● Be highly diplomatic, and maintain positive relationships
● Effective computer skills with knowledge of Google Suite, Microsoft Office, Adobe, FileMakerPro, and operating a Mac OS
● Ability to survey, research, retrieve and translate data
● Knowledge of, or capacity to learn and articulate Waldorf educational philosophy and pedagogy.
● Willingness and proven ability to work within a community environment.
● Aptitude for creating efficiencies
● Enjoys helping others to feel successful
● Previous experience working in a school is an asset
● A clear criminal record check, including a vulnerable sector search.
● First aid Standard A and CPR C certification and confidence in applying first aid skills
Responsibilities:
Reception & Program Registration:
● Respond to information & reception requests, including in-person, phone and email daily as the first point of office contact for all students, staff and families.
● Provide First aid assistance to all students and staff as required
● Collect, document and send mail as required.
● Triage maintenance needs arising to the administrative assistant, maintenance coordinator volunteer, site maintenance and custodian.
● Accept and track student registrations, ensuring that registration information is current and complete
● Enter and maintain student information into the WISE database and in PASI
● Maintain annual BOSS monitoring and compliance documents
● Maintain data and files for annual DASL reporting cycle
● Collate and maintain student files according to the Student Records Policy.
● Prepare Enrolment Reports for the Board
● Provide support for the annual Registration and Re-registration process. Including updating and producing forms, packages, and promotions, managing distribution and overseeing processing.
● Assist with open houses and other school events.
Fees Processing and Tracking
● Maintain all financial processes and protocols related to registration and fees according to WISE Charter Society policy and procedure.
● Accept and record fees and payments.
● Track payment methods and ensure that fee payments are current.
● Track and support the development of plans to assist parents who are in arrears to return to good standing.
● Prepare and manage all aspects of parent-provided transportation agreements and
reimbursements
● Ensure that financial tracking forms are completed correctly.
● Prepare tracking sheets for the bookkeeper.
● Prepare and submit Electronic Fund Transfers and submit reports to the financial officer/
bookkeeper.
● Reconcile Elevon office receivables and prepare bank deposits
Professional Development (PD) and Meetings:
Administrative Staff are expected to attend, and participate in:
● August PD
● May Edmonton Gateways conference
● Designated PD days (as it applies to the Admin team)
● Monthly Full Faculty meetings
● (3) annual WESE/WISE CS meetings
Hours and Length of Year
The Registrar position follows the WISE Charter School operational calendar, operational calendar, which runs administratively from the second week of August through the end of the first week of July each year, with minimal administrative contract hours from the second week in July until the second week in August. This position follows the school calendar including PD and Teacher conference days. The role is active during both instructional and non-instructional days.
Billable hours may also include:
● Occasional evening or weekend events requiring administrative support (e.g., open houses, the Annual General Meeting, Gateways Conference, and joint WESE & WISE Charter School meetings).
● Agreed upon summer hours between the second week of July and the second week of August.
Salary and Benefits:
The WISE CS Registrar is an hourly employee. Timesheets are submitted monthly. The position is paid an hourly wage with monthly payments, less deductions.
WISE CS Employees employed at ≥ 0.5 FTE shall be eligible for employee benefits.
The WISE CS Registrar is guided by the philosophy and procedures outlined in WISE Charter School Employee Handbook, reports directly to the Secretary-Treasurer, and is accountable to the WISE CS Superintendent and the WISE CS Board of Directors. The WISE CS Registrar upholds the highest standards of confidentiality and maintains positive communication with WISE staff, clients and partners, and the WISE CS Board.
Thank you for your application, and we look forward to hearing from you!
Please note that only candidates selected for an interview will be contacted.
Pay: $22.00-$25.00 per hour
Ability to commute/relocate:
- Edmonton, AB T6B 1B5: reliably commute or plan to relocate before starting work (required)
Application question(s):
- Are you able to obtain a clean criminal records check for working within the vulnerable sector?
- Can you let us know when you may be available to attend an interview? Thanks!
- Have you provided a cover letter with your resume at this time? Thank you.
Language:
Work Location: In person
