School Administrative Assistant

35 hours per week (Full-time, Permanent, 10 months - school season)

Compensation:

$36.61 based on qualifications and experience

The Tsleil-Waututh Nation (TWN) School offers a holistic, Indigenous land‑based education program anchored in the TWN laws of truth, family, culture, and well‑being. Certified by the First Nations Schools Association (FNSA), our program is delivered by BC‑certified teachers who skillfully integrate the British Columbia Curriculum with TWN ways of knowing. We recognize that learning flourishes when the universal growth needs of children are met in a positive, culturally grounded environment.

From Kindergarten to Grade 12, we provide daily opportunities for cultural immersion while ensuring academic excellence, nurturing the well‑being of our students, families, and the community as a whole.

Reporting to the School Administration, the Administrative Assistant is responsible for the efficient daily operations of the school and serves as a primary point of contact for students, families, and external partners. In this dynamic position, you will manage a wide array of responsibilities, including reception, attendance tracking, records management, financial processing, and facility maintenance. You will support the leadership team by organizing meetings and preparing reports, while also driving community engagement through social media, newsletter creation, and field trip and special event coordination.

This role requires exceptional organizational skills to balance administrative tasks—such as procurement, safety compliance, and bus scheduling—with the creative aspects of designing school materials and supporting the overall well‑being of the school system. If you are an organized, community‑minded professional capable of balancing administrative precision with creative tasks such as design and social media, you will play a vital role in creating a welcoming and efficient environment that enables our school to thrive.

• Assistant to Principal and Vice-Principal (School Administration)
• Support staff meeting coordination, including food and drink, tech set‑up and note‑taking.
• Provide monthly attendance reports and reviews with the School Administration
• Provide monthly finance reports for review with the School Administration

• Manage reception, including emails, phone calls, texts, walk‑ins, and deliveries.
• Track and record daily student attendance.
• Maintain a record of school keys and FOBs
• Coordinate bus scheduling for all school field trips

• Process visa reconciliations, accounts payable/receivable, and maintain financial records.
• Track Pro‑D claims, student COOP hours/payments, and food expenses.
• Manage subscriptions and vendor accounts (e.g., Culligan, Scanova, Canva, Adobe, Grammarly).
• Health, Safety & Facilities
• Maintain emergency supplies, GO bags, first aid kits, and safety binders.
• Coordinate maintenance and repairs with Public Works and contractors.
• Manage staff key distribution and oversee cleaning services.
• Schedule school bus maintenance, inspections, and required permits.
• Support kitchen routines and cleaning workflows.

• Maintain accurate digital and physical student files; request, scan, and organize records.
• Update and verify student information in DRUMS.
• Manage student registrations, applications, permissions, and release forms.
• Track Compass Card distribution, autoloads, payments, and replacements.
• Send school updates, newsletters, and event reminders to families.
• Draft and schedule social media posts.
• Support partnerships with community groups, donors, and external agencies.

• Coordinate ceremonies, graduations, field trips, guest performers, and cultural programming.
• Book buses and liaise with bus booking with other departments.
• Coordinate health clinics with Vancouver Coastal Health (vaccinations, hearing, vision).
• Maintain the events calendar and manage shared‑space bookings (e.g., gym).
• Support hot‑lunch planning, catering, and food ordering.

• Create certificates (attendance, graduation,…