Location: Monsignor McCoy High School

FTE: 0.5 (17.5 hours per week)

Contract End Date: June 30, 2026 (with renewal option)

The Administrative Assistant – International Education, Occupational Health and Safety, and Nutrition Programs is responsible for providing administrative, clerical and record-keeping support to three Division portfolios operating out of Monsignor McCoy High School. The position works across multiple software platforms and supports staff, students, families and community partners at all Division sites.

- COMPETENCIES:
- Experience in an administrative, clerical or office setting is preferred.
- Administrative experience within a school division, occupational health and safety environment,

international education program, or food/nutrition program is considered an asset.

- Graduation from a recognized office administration program is considered an asset.
- Excellent skill and knowledge in the use of computers and software applications in a networked environment, including Microsoft 365 (Outlook, Word, Excel, Teams) and Google Workspace (Gmail, Docs, Sheets, Drive, Forms).
- Demonstrated ability and willingness to learn and work within multiple Division systems, including Hour Zero, SiteDocs, True North and iCent.
- Strong organizational skills, accuracy and attention to detail, with the ability to prioritize competing deadlines across three distinct portfolios.
- Strong written and verbal communication skills, including the ability to communicate respectfully with students, families, agents and partners from diverse cultural and linguistic backgrounds.
- Ability to work independently with minimal supervision, and collaboratively as a member of a team.
EXPECTATIONS:

This assignment carries a significant public relations responsibility that reaches students, families, staff, external agencies,



vendors and international partners. The Administrative Assistant is expected to carry out duties in a well-organized, courteous and productive manner, and takes responsibility in establishing a pleasant office atmosphere and forming amiable relationships with fellow employees.

- The individual is motivated and able to demonstrate, through their own faith journey, a commitment to nurturing faith in our division with a strong commitment and dedication to Catholic Education.
- Confidentiality in all matters, including student records, personal and medical information, immigration documentation, incident and injury reports, and personnel information.
- Accuracy and timeliness in maintaining records that support Division compliance, funding and reporting obligations.
DELIVERABLES:

International Education

- Provide administrative support to the International Education program.
- Maintain international student records, applications and files, including the set-up, and ongoing administration of student profiles in iCent and True North.
- Assist with the application, admission and enrolment process, including collection of supporting documentation, and preparation of letters of acceptance.
- Track tuition, fees and medical insurance enrolment; prepare invoices and assist with reconciliation of program accounts.
Occupational Health and Safety
- Provide administrative support to the Occupational Health and Safety program.
- Maintain health and safety documentation in SiteDocs,



including site inspections, hazard assessments, safe work practices, incident and near-miss reports, and corrective actions.
- Track and record incident, injury and Workers' Compensation Board documentation, and follow up on outstanding items.
- Schedule, record and monitor staff safety training and certification, and maintain the Division training matrix.
- Maintain Hour Zero emergency preparedness documentation for all Division sites, including drill schedules, drill completion records, site emergency plans and updates to school binders.
- Assist with the preparation and maintenance of records required for Certificate of Recognition (COR) audits and other compliance reviews.
Nutrition Programs
- Provide administrative support to the Division's nutrition and school food programs.
- Process invoices, monitor program expenditures against budget, and prepare documentation required for grant and funding reporting.
General
- Maintain electronic and hard copy filing systems, spreadsheets and databases using Microsoft and Google applications.
- Prepare correspondence, forms, reports and presentations as required.
- Coordinate meeting rooms, including set up and clean up.
- Provide back-up reception and general clerical coverage at central office as assigned.
- Other duties as assigned.

REPORTS TO:

Director of International Education, Occupational Health and Safety, Nutrition.

For more information, please contact: Mr. Josh Hopkins, Director of International Education, OHS, and Nutrition Programming at(403)952-8965

Visit us at Medicine Hat Catholic Board of Education

Great Schools – Fantastic Staff – Exceptional Student Programming.

We thank all those that apply. Only those selected for an interview will be contacted

📌 Competition # 661 - Administrative Assistant (International Education, OHS, & Nutrition (Medicine Hat)
🏢 Medicine Hat Catholic Board of Education
📍 Medicine Hat