Job Description

Overview

We are seeking a detail-oriented, organized, and friendly Office Administrator to manage the front office and assist with a wide range of administrative duties. The ideal candidate has excellent interpersonal skills, is fully bilingual (English and French), and can multitask in a fast-paced school setting. In supporting the Head of School and other staff, the Office Administrator will uphold the school's professional image and values while providing exceptional service to our community.

Key Responsibilities:

Front Office & Communication

Greet and assist students, parents, staff, and visitors with professionalism and warmth Manage all incoming communications (phone, email, in-person) and direct inquiries appropriately Edit, translate and distribute weekly newsletters, parent notices, and general school communications (in English and French)
Student Safety & Health

Maintain accurate attendance records and follow up on unexplained absences Serve as the primary first-aid responder and administer medication with parental consent Keep up-to-date student health records and coordinate medical/emergency information for field trips
Student Records & Database Management

Maintain student information systems (SIS) including enrolment, schedules, class lists, and Ministry-required data Oversee Ontario Student Records (OSRs) and ensure compliance with Ministry of Education guidelines Prepare and submit required reports such as ONSIS and Notice of Intention
Administrative & Operational Support

Assist school leadership with correspondence, meeting logistics, accounting tasks (e.g. timesheets, payments, receipts), and emergency notification systems Support the planning of school events (assemblies, graduation, parent nights), and coordinate logistics such as transportation, catering, and communications Manage lunch programs, special event orders (e.g. milk and pizza days), and inventory of office/classroom supplies
End-of-Year and Summer Preparation

Complete school-year closeout tasks such as filing report cards, rolling over SIS data, and preparing new student/family materials Update calendars, software access, staff directories, and emergency kits for the upcoming academic year
Qualifications:

Bilingual in English and French (written and spoken) Strong organizational and time management skills Proficiency in databases, Google Workspace, and general office software Ability to work independently and maintain confidentiality Previous experience in a school setting or administrative role is an asset
Interested candidates should submit a resume and a cover letter outlining their experience and why they are a great fit for this role. In the cover letter, please highlight any experience in school settings or with the specific skills mentioned above (bilingual communication, office administration, school databases, etc.).

Applications can be sent via email to eruel@westboroacademy.com

. Apply without delay as we will review applications as they are received and may bring the search process to a close early if an outstanding applicant is identified.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Westboro Academy is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. If you require accommodations during the recruitment process, please let us know.

Job Types: Full-time, Permanent

Pay: $46,000.00-$52,000.00 per year

Benefits:

Dental care Disability insurance Employee assistance program Extended health care Life insurance RRSP match Vision care
Schedule:

8 hour shift Day shift Monday to Friday
Ability to commute/relocate:

Ottawa, ON K1V 6J1: reliably commute or plan to relocate before starting work (required)
Language:

English and French fluently? (required)
Work Location: In person

Expected start date: 2025-08-01