The Office Administrator is responsible for providing efficient administrative and operational support to ensure the smooth day-to-day functioning of the school office. The position serves as an important point of contact for students, parents, staff, visitors, and external parties and requires a high level of professionalism, organization, confidentiality, and attention to detail.

Reporting to the Administrative Secretary, the successful candidate will be responsible for maintaining accurate student and school records, completing data entry, supporting communication and scheduling, assisting with front-office operations, and providing administrative support to ensure the effective functioning of the School.

As a valued member of the school community, the Office Administrator is expected to uphold the mission, vision, and values of Gobind Sarvar School Edmonton, contribute to a positive and welcoming school environment, and ensure that administrative processes are completed accurately, efficiently, and in accordance with School policies and procedures..

Key Responsibilities

Administrative & Office Support

- Perform day-to-day administrative and clerical duties to support the smooth operation of the school office.
- Prepare, organize, and maintain correspondence, forms, reports, letters, and other administrative documents.
- Maintain organized electronic and physical filing systems and ensure records are easily accessible to authorized personnel.
- Assist with photocopying, scanning, printing, document preparation, and general office administration.
- Monitor office supplies and assist with maintaining appropriate inventory levels.
- Provide administrative support to the Administrative Secretary and other school staff as required.
- Assist with various administrative projects and tasks to support the overall efficiency of the School.

Student Information & Data Management

- Maintain and update student information systems and databases, including enrollment, attendance, contact information, and other student records.
- Complete accurate and timely data entry and ensure information is complete, accurate, and up to date.
- Review student records to identify missing, duplicate, or incorrect information and make necessary updates.
- Assist with student registration, enrollment documentation, withdrawals, and related administrative processes.
- Prepare and generate reports and spreadsheets to support school administration.
- Maintain accurate and confidential student records in accordance with School policies and procedures.

Front Office & Customer Service

- Serve as a professional and welcoming first point of contact for students, parents, staff, visitors, and other members of the school community.
- Respond to telephone calls, emails, inquiries, and requests in a timely and professional manner.
- Provide general information regarding School procedures, schedules, events,



and administrative matters within the scope of the position.
- Direct inquiries and concerns to the appropriate staff member or department when required.
- Maintain a professional, respectful, and welcoming front-office environment.
- Ensure the front office remains appropriately staffed during operating hours and arrange coverage when required.

Communication & Scheduling

- Assist with scheduling meetings, appointments, interviews, and school activities.
- Coordinate administrative communications with parents, staff, and other stakeholders.
- Prepare and distribute notices, forms, reminders, and other School communications as directed.
- Assist with maintaining calendars, schedules, and administrative records.
- Support communication and coordination between the school office and other departments.

Records & Confidentiality

- Maintain confidentiality of student, employee, family, and School information.
- Handle sensitive information with discretion and professionalism.
- Ensure documents and records are stored securely and accessed only by authorized individuals.
- Follow School policies and procedures relating to privacy, confidentiality, records management, and information security.
- Report concerns regarding missing, inaccurate, or improperly accessed information to the Administrative Secretary or appropriate School administrator.

Collaboration & School Support

- Collaborate with the Administrative Secretary, school administration, teachers, support staff, and other departments to ensure effective administrative operations.
- Provide administrative assistance for school events, meetings, activities, and special projects.
- Assist teachers and staff with administrative requests as appropriate.
- Support student arrival, dismissal, and other school procedures as assigned.
- Assist with emergency procedures and other operational requirements as directed.
- Perform additional duties assigned by the Administrative Secretary or Principal that are consistent with the position.

Qualifications & Requirements

Education

- Post-secondary education in Office Administration, Business Administration, Information Management, or a related field is preferred.
- Equivalent education and relevant work experience may be considered.

Licences & Certifications

- Standard First Aid & CPR Certification is considered an asset.

Experience

- Previous experience in office administration, data entry, customer service, or a similar administrative role.




- Previous experience working in a school or educational environment is considered an asset.
- Experience working with student information systems, databases, or administrative software is considered an asset.

Knowledge, Skills & Abilities

- Strong organizational and administrative skills.
- Excellent attention to detail and accuracy.
- Strong Microsoft Office Suite skills, particularly Outlook, Excel, and Word.
- Ability to learn and work with databases, student information systems, and other administrative software.
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Ability to handle confidential and sensitive information with discretion.
- Ability to prioritize and manage multiple tasks in a fast-paced office environment.
- Strong problem-solving and time-management skills.
- Ability to work independently and collaboratively as part of a team.
- Professional, courteous, and respectful approach when dealing with students, parents, staff, and visitors.

Working Conditions

- Full-time administrative and office-based position.
- Regular office hours are 9:00 AM to 5:00 PM, Monday to Friday.
- Regular interaction with students, parents, staff, visitors, and external stakeholders.
- Work may involve periods of high activity, particularly during student registration, school events, and peak administrative periods.
- Occasional evening or weekend commitments may be required for school events, meetings, or special activities.
- Ability to work in a fast-paced school environment while maintaining professionalism, accuracy, and confidentiality.

Additional Information

Gobind Sarvar School Edmonton is committed to providing an inclusive, respectful, and supportive working and learning environment. The School does not discriminate in employment based on race, religion, colour, ancestry, place of origin, gender, age, disability, marital status, family status, sexual orientation, or any other protected ground under applicable legislation.

Employees are expected to support the School's mission, values, policies, and procedures.

Office Administrators are required to:

- Maintain professional and respectful communication with students, parents, staff, and visitors.
- Maintain confidentiality of student, employee, family, and School information at all times.
- Follow School policies, procedures, and administrative protocols.
- Maintain a professional appearance and conduct appropriate to a school workplace.
- Ensure the front office is appropriately staffed during operating hours and arrange coverage when stepping away from the office.
- Follow all School safety, security, emergency, and student supervision procedures.
- Support a positive, welcoming, and professional school environment.

Job Type: Full-time

Pay: $35,000.00-$40,000.00 per year

Language:

- English (preferred)

Work Location: In person

📌 Office Administrator (Canada)
🏢 Gobind Sarvar School Edmonton
📍 Canada