Rotherglen School, Oakville Elementary Campus, seeks a School Office Administrator. Our beautiful five-acre campus, set in a picturesque ravine, was established in 1998 and educates 575 students in JK to Gr. 8. We remodelled our front office and foyer this summer. The position is a 12-month position with a daily schedule of 7:30 to 3:30 p.m. As a condition of employment, a Criminal Record Check with Vulnerable Sector Screening is required. Occasional Evening/Weekend work [open houses, school events] Reporting directly to the Head of School and guided by the School’s Vision, Mission, and Values, the Office Administrator is responsible for managing all aspects of the school's front office, inventory and purchasing, liaising with the Finance Department [offsite] regarding invoicing and payroll, and communicating with Administrators from all campuses, all in a fast-paced environment. This role works closely with a full-time School Secretary. Specific Duties/Accountabilities:
- Supply teacher preparation each morning and message parents of teacher’s absence
- Manage daily student attendance and parent notifications
- Respond to parent inquiries via email and Edsby
- Manage the ordering of all office and teaching supplies, including photocopy paper, coffee, tea etc.
- Book all transportation for field trips and sport tournaments
- Create permission forms for field trips and tournaments,
- Manage and maintain parent volunteer police checks (VSC)
- Arrange and manage event rentals for school events
- concerts, fairs, conferences, graduations
- Grade 8 graduation preparation
- order folders for all 3 campuses, update graduation and leadership certificates and prepare for printing, along with program
- Bi-monthly payroll submission to finance for part-time staff and supply teacher, including verification of accuracy and adjustments needed from previous entries
- Manage and maintain student medical information,
- Coordinate with Assistant Head of School on Lockdown and Fire Safety drills
- Point of contact and coordinator for the Joint Health and Safety Committee (JHSC), including maintaining the required documentation binder for the JHSC, coordinating rotating inspections and compiling inspection reports for the Assistant Head of School
- Maintain all JHSC meeting minutes and records and post in the staffroom and update the JHSC bulletin board with required information annually
- Create proofreading assignment charts for report cards each term
- Compile and communicate the student “Do Not Photograph” list to staff and manage changes/updates to the list throughout the school year; keep staff updated




- Prepare documents for start of the school year
- teacher assignments by grade, classroom allocations, room/door signs
- Set up phone extensions for each room and teacher
- Manage the school Edsby profile, including posting regular communication (daily announcements, trip forms, sports team information etc.)
- update school calendar
- Act as the main point of contact to assist parents with Edsby account issues, create Edsby accounts for newly enrolled families and monitor contact/mailing information
- ensure the information is synced with FileMaker
- Manage the coordination of the weekly School newsletter, including writing the Head of School message, compiling articles, working with the School Secretary in her creation of photo collages and event notices, and distributing the newsletter to the community
- Manage the administration of Mathletics accounts
- Create High School Transcripts (OST) for students who completed Grade 9 courses
- Manage and update all student Ontario Student Records (OSR), including updating French hours, closing of one year (date) and start date & teacher for the new school year
- Manage the delivery of OSRs for students who have graduated or have moved schools
- delivered in person or by mail
- Maintain tracking of OSR destination on FileMaker
- Order OSR documentation folders and necessary documents for all 3 campuses
- Coordinate pizza and sub day ordering Skills & Knowledge
- Strong written and verbal communication skills
- Robust interpersonal skills
- Strong organizational and management abilities
- Customer service oriented
- Experience with Apple/Mac devices
- Knowledge and proficiency in database management and communication platforms [e.g.,Constant Contact, Edsby, FileMaker, Google Workspace]
- Friendly, kind, and patient personality
- Great attention to detail and positive conflict management skills Compensation: dental/extended health benefits (100% employer paid premiums) paid Professional Development (50 to 100%) employer matching retirement (6%) program tuition discount (50%) for employee child(ren) including camps; free before and after school care for employee children 5.5 weeks paid vacation [2.5 weeks Christmas Break, 1 week March Break,



2 weeks in summer] 4-day long weekends as per Academic Calendar [Thanksgiving, Family Day, Easter, Victoria Day] Reduced Summer Daily Schedule [6 hours vs 8 hours] Core Competencies Flexibility & Adaptability Mutual Respect Creative & Creative Service Orientation Integrity & Trust Self-awareness Passion About Rotherglen School: Rotherglen School is a co-educational private school for students aged 4 (JK) to Grade 8. Founded in 1979 in Erin Mills, Mississauga, Rotherglen has grown since then to include four campuses located in Oakville and Mississauga. Rotherglen prides itself on being a uniquely warm and nurturing school community, focused on enhancing every child’s learning experience. Rotherglen is a vibrant learning community, where curiosity is fostered, achievements are celebrated, and character is nurtured. We are a warm, inclusive, and collaborative community of educators with a common focus on meeting the needs of each of our learners. Through inspiring and engaging academic and co-curricular programming, students are encouraged and supported to reach their full potential. Learn more about “*what school should be”* here: *_____________________________________________________________
* COMMITMENT TO DIVERSITY, EQUITY, INCLUSION AND ACCESSIBILITY *Rotherglen is committed to a diverse and inclusive workplace. We actively welcome applications from Indigenous persons, persons with disabilities, visible minorities, women, persons of all sexual orientations, and genders.
* *Rotherglen is also committed to providing accommodations for persons with disabilities.
* *Rotherglen is an inclusive and equal opportunity employer, and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act [AODA] and the Ontario Human Rights Code [OHRC].
* *We are committed to providing barrier-free and accessible recruitment and employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation at any stage of the recruitment process, please notify us when you are contacted, and we will work with you to meet your needs.
* THE USE OF AI: Rotherglen School does not utilize Artificial Intelligence (AI) in the screening, assessment, or selection of applicants, nor during the interview/hiring process.

Job Type
Full-time Pay: $65,000.00-$75,000.00 per year

Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match Work

Location:
In person

📌 School Office Administrator (Oakville)
🏢 Rotherglen School
📍 Oakville