Job Description

The Seminary of Christ the King invites applications for Office Assistant and Student Records.This role combines administrative, record keeping, and compliance responsibilities to support both the High School and the Abbey community. The successful candidate will serve as a key point of contact for faculty, students, parents, and external partners--helping to ensure smooth daily operations, accurate academic record keeping, and adherence to safe environment and safeguarding standards.

Key Responsibilities

1. General Administration

Provide administrative, secretarial, and clerical support to the High School Rector and other administrators. Respond to inquiries from faculty, students, families, and outside institutions. Prepare correspondence, newsletters, reports, and forms as needed. Assist with the coordination of school events, field trips, and Pro-D activities. Monitor the Rector's calendar, schedule appointments, and maintain contact lists. Support the coordination of special events, guest speakers, and vocation live-ins.

2. Records Management & Admissions

Maintain accurate student records in accordance with BC Ministry of Education guidelines. Process applications and admissions, ensuring all required documentation is complete and properly filed. Prepare and maintain Alberta Tuition Agreements and related reports. Support graduation processes, ensuring all student requirements are met. Coordinate student file transfers between institutions and maintain the integrity of academic record systems.

3. Compliance & Institutional Reporting

Assist the Rector in preparing documentation for Ministry Monitoring Inspections and follow-up. Stay informed of current Ministry reporting requirements. Assist faculty with teaching certification documentation.

4. Safe Environment Administration

Participate in policy development and review related to sexual misconduct prevention and protection of students. Assist the Delegate in ensuring compliance with safeguarding policies and government requirements. Assist the Delegate in Criminal Record Checks, VIRTUS/Catholic Mutual training, and maintain related records. Serve as a resource person for safe environment concerns and training coordination. Support the Abbey's accreditation process with Praesidium.

Qualifications

Post-secondary education or diploma in administration, education, or a related field. Recommended 3 years of administrative experience, preferably in an educational or faith-based institution. Strong organizational, communication, and interpersonal skills. High level of proficiency with Microsoft Office Suite (Word, Excel, Outlook) and database systems. Familiarity with BC Ministry of Education student record keeping requirements is an asset. Understanding of safeguarding policies within Catholic institutions preferred. Ability to maintain confidentiality, discretion, and professionalism at all times.

Personal Attributes

Demonstrates integrity, initiative, and attention to detail. Comfortable working in a faith-based environment. Collaborative and supportive team player. Able to manage multiple priorities with efficiency and composure.

Work Schedule & Compensation

Part-time:

21 hours a week

Schedule:

8 am - 3pm , Monday, Wednesday, and Friday
Job Type: Part-time

Pay: $23.00-$25.00 per hour

Expected hours: 21 per week

Benefits:

Dental care Extended health care
Work Location: In person