Administrative Assistant Volunteer

Employer: Mississauga Secondary Academy

Department: Guidance

Location: 33 City Centre Drive, Suite 240, Mississauga, Ontario, L5B 2N5

Salary: NO compensation

Benefits: NO (Volunteer hours count toward group insurance eligibility, provided all additional requirements are fulfilled)

Schedule: weekdays from 10:00 am – 2:00 pm OR 11:00 am – 3:00 pm; 4 hours/day, 5 days/week

Vacancies: 3

Term: 1-3 months (Depending on work performance)

Employment Type: Volunteer

Career Path: Possibilities to become a paid position under Guidance for further redeployment.

Start Date: As soon as possible

Overview:

The Administrative Assistant will play a critical role in managing, organizing, and maintaining school records, ensuring efficient information storage, and providing support to the school administration. This role will contribute to the smooth functioning of administrative tasks related to student and staff documentation.

Key Responsibilities:

Assist in organizing, filing, and maintaining student records, attendance, and academic performance data.
Ensure all documentation (both digital and physical) is accurately updated, catalogued, and stored securely.
Maintain confidentiality of sensitive information such as student and staff records.
Input data into school management systems (e.g., student grades, attendance, disciplinary actions).
Assist in generating reports related to student performance, attendance, and school activities.
Support in preparing documentation for external audits or inspections.
Collaborate with school administrators to ensure documents adhere to school and government standards.
Assist with scheduling appointments, preparing meeting minutes, and organizing documentation for school events.
Assist teachers and administrative staff in locating and retrieving documents as needed.
Manage incoming and outgoing correspondence related to school documentation.
Communicate with students, parents, and staff to obtain required information for maintaining accurate records.
Assist with the management of school archives and ensure proper disposal or retention of outdated documents.
Provide support during enrollment periods by preparing necessary student documentation.
Handle general office tasks such as photocopying, scanning, and distributing documents.
Respond to emails, messages and calls in a prompt manner.
Qualifications:

Education: High School Diploma. Post-secondary education in administration or related fields is an asset
Previous experience in administrative roles, document management, office work or working in an educational setting is preferred.
Skills:

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with school management software.
Strong organizational and time management abilities.
Attention to detail and accuracy in data entry and record-keeping.
Excellent verbal and written communication skills.
Ability to work independently and collaboratively with a team.
Discretion in handling confidential information.
Work Environment:

Ability to thrive in a fast-paced, high-pressure environment by effectively prioritizing tasks, managing time, and maintaining strong organizational skills while ensuring clear communication, adaptability, and teamwork to meet deadlines and achieve goals.
What We Offer:

Opportunities for professional development and growth.
A collaborative and inclusive work environment
Job Types: Full-time, Part-time

Schedule:

Monday to Friday
Ability to commute/relocate:

Mississauga, ON L5B 2N5: reliably commute or plan to relocate before starting work (preferred)
Application question(s):

Are you legally entitled to work in Canada? Please indicate your status (Canadian Citizen, PR, Work Permit, Study Permit).
Work Location: In person