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Summary

Reports to the Principal and works collaboratively with the Vice Principal. Performs administrative duties to record and track student enrollment, manage student services at the secondary school, process admissions and registrations, and respond to confidential documentation.

Duties

- Registers new students for school including regular, French immersion, international, alternate, resource room, and academy programs.
- Obtains documentation for non‑catchment, non‑school‑district and academy applications.
- Inputs and updates student data, courses, program codes, and reporting marks into computerized record systems.
- Withdraws students and maintains student records and files; requests, forwards, and documents confidential files both manually and electronically.
- Produces class lists, spreadsheets, and statistical reports; monitors and records student marks for submission to the Ministry of Education.
- Enters, processes, validates, organizes, reconciles and reviews student information system data and statistical reports for submission to the Ministry, meeting deadlines for 1701 funding and weekly TRAX/SADE course information.
- Processes graduation status reports, checks the Ministry website for non‑graduates, and provides information to administrators and counselors.
- Updates course guide catalogue, adds courses and sections, and schedules course requests for students.
- Enters and edits term grades, work habits, narrative comments, IEP information, Honour Roll, Principal’s List, G Club, failure lists, and graduation transcripts; maintains ministry course code changes and school course code conversions.
- Closes down the previous school year by entering student marks for non‑regular programs and ensuring no data is missing.
- Checks, prints, and documents Ministry provincial exam results, graduation and non‑graduation reports throughout the school year.
- Sets up parameters for the new school year, inputs the new school year timetable, and ensures all data is accurate with proper coding; completes scheduling and produces class lists and reports.




- Updates and validates information for the online exam register on the Ministry of Education website.
- Registers provincial exams and assessments for quarterly sessions, and registers summer school students and re‑writes.
- Provides procedural advice and guidance to teachers, counselors, and administrators on report card marks, comments, course requests, TRAX credits; provides statistical and analysis reports for administrators using dashboard software.
- Responds to requests from students for official transcripts, lawyers, agencies, and hospitals; collects fees and issues receipts.
- Processes, edits, and adjusts monthly teacher remedy reports; troubleshoots with the Ministry of Education and interacts with district departments.
- Responds to questions from parents, students, teachers, and administration regarding MyEd BC, CIMS products, and other platforms; maintains and provides confidential sign‑on and password information.
- Prepares, receives, and enters data for Parent/Teacher conferences using CIMS student system and related software; uploads and maintains appointment schedules.
- Performs various administrative duties: keyboarding, proofreading, photocopying, filing, switchboard answering; moves student files and archives accordingly; performs relief receptionist duties.
- Remains current with technology, software programs, Ministry of Education handbook, policies, and equipment; works closely with the Information Services & Technology department.
- Supervises students in the office medical room and attends to sick students; may perform first aid.
- Coordinates replacement of teachers and support staff using SmartFind Express call‑out system.




- Maintains call‑out student database and sets up parameters for the automated absentee system.
- Might send out mass emails to parents and students; might maintain and distribute classroom and building keys.
- Performs other related duties as assigned.

Qualifications

- 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.
- 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 excellent computer knowledge.
- Knowledge of policies and procedures related to secondary school graduation requirements in BC and the student information systems.
- Ability to work to tight deadlines, set priorities with minimum direction, adapt to changing priorities while maintaining high levels of customer service.
- Ability to work independently, make decisions using initiative and judgement, and process a high volume of detailed and complex student information quickly and accurately.
- Ability to establish and maintain effective working relationships with school and district staff, students, parents, and the public.
- Excellent interpersonal, communication, and organizational skills.
- Ability to operate a variety of office equipment.
- Physically capable of performing the duties of the position.
- Knowledge of WorkSafe BC and WHMIS regulations; secure work practices, evacuation and lockdown drills.
- Some positions may require knowledge of a language other than English.

EEO Statement

Delta School District is committed to fostering an inclusive and diverse environment. We encourage applications from individuals of all backgrounds. If you require any accommodations during the application or interview process, please contact Anchal Toor at so we can provide the necessary support to ensure an equal process.

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Apply on Kit Job: kitjob.ca/job/2g9gi5

📌 Student Information Systems Administrator - Continuing (Delta)
🏢 Delta School District 37, British Columbia
📍 Delta