Administrative Assistant - Professional Development and Events

Administrative Assistant – Professional Development & Events

Location: Vancouver, BC / Onsite I Full-time

Are you a detail-oriented multitasker with a knack for organization and a passion for supporting impactful events? Join our team as an Administrative Assistant focused on Professional Development and Events!

In this role, you will be a key contributor to our Educational Services team—coordinating logistics, communicating with participants and speakers, managing schedules, and keeping everything running smoothly behind the scenes. From virtual workshops to in-person professional development, your work will directly contribute to delivering high-quality learning experiences.

Overview

Our Catholic schools provide each student with an education rooted in the Gospel of Jesus Christ.

Guided by the Holy Spirit and Catholic teaching, in partnership with home and parish, our schools foster the growth of responsible citizens who will live, celebrate, and proclaim their faith.

CISVA Mission Statement, July 2022

The Administrative Assistant – Professional Development & Events provides support to the Superintendent's Office Leadership Team as they set out to fulfill this mission. The successful candidate assists in the effective operation of the CISVA and in the implementation of the policies, procedures and regulations established by CISVA and the Ministry of Education and Child Care for Independent Schools in the province of British Columbia.

I. Key Responsibility Areas

• Coordination of Pro-D workshops, events and meetings including catering
• Learning Support services
• Resource distribution and management for the Early Learning Program
• Collection and preparation of annual School Evaluation resources
• Administrative Support
  
  

II. Reporting and Supervisory Relationships

• Reports directly to the Senior Human Resources Manager
• Collaborates with the Leadership Team, Educational Consultants, and other office staff
  
  

III. Primary Responsibilities

• Professional Development
• Maintains the Professional Development portion of the CISVA website with accurate and complete information for those registering for events
• Compiles registrations into the database from online forms, ensuring that the database is accurate for billing as well as attendance
• Updates schools on new and current Professional Development events, as well as those they currently have registered or reminders to register for these events by the appropriate deadline stated
• Coordinates registration for the Catholic Educators' Conference and onsite registration
• Events - Administrative
• Manages catering services for all Pro-D events
• Establishes and maintains a good working relationship with caterers
• Reviews all catering contracts for accuracy ensuring a seamless catering event occurs
• Reviews final invoices then distributes the invoice to the person for approval
• Provides on site service including setup, upkeep, and cleanup for the Principals' Monthly Meeting
• Speaker liaison for CEC annual conference
• Foundations of the Catholic Faith
• Maintains the database that provides the names of those teachers who have not met the course completion requirements
• Provides Principals current information on the status of their teachers
• Responsible for registration, attendance, and sending outline to attendees and Principals
• Updates online registration form with new course dates
• Maintains and creates the retreat binders for all participants and leaders
• Coordinates, maintains contracts and services with speakers, host locations and catering services
• Distributes certificate of completion to recipients
• Learning Support Services
• Initial contact related to and corresponds with the Special Education Survey, Provincial Resource Programs, related to Learning Support
• Supports schools requesting referral forms for service and assistance through POPARD (Provincial Outreach Program for Autism and Related Disorders)
• Maintains kits, scoring software, and protocols for school psychologists and a library of resource materials for schools
• Responsible for the resource maintenance for the following programs: School Psychologists, Early Learning Program
• Responsible for ordering materials for the Early Learning Program summer packages and preparing school orders for distribution
• Records Management
• Administers databases for various workshops and initiatives for Cornerstone Workshop, Crisis Prevention Intervention Training, and the Early Learning Program
• Oversees school psychologist and practicum contact information, work calendars,
  
  

and sick days

• Updates the main contacts database for Learning Support and distributes to the Director of Learning Support and the administrative team for import into their distribution lists
• Manages the POPARD (Provincial Outreach Program for Autism and Related Disorders) database of referrals, tracks completed applications, and schedules consultation visits
• Ongoing revision of current practices; streamlining procedures by transferring paper forms into fillable PDF and MS Forms
• Creates fillable forms for Human Resources, Learning Support and other departments
• Create new initiatives with a focus on a simplified automated online environment
• Supports data migration to new data management system
• Collect digital files and print hard copies of reports for the school evaluation team.
• Maintain the ministry documentation; External Evaluation Report, TCB, T3010, Compliance letter, cover letter, response to previous inspection, appendices A, B and C, 1701, and coordinate with Associate Superintendent of Educational Services
• File and distribute completed Evaluation Report in digital format and send to Education Committee Chair, Principal and Pastor
• Information and data analysis
• Performs ongoing development of the Special Education Survey and strives to find new and improved ways of distributing the data to schools and retrieving the completed information in an efficient manner
• Imports and compiles data into an excel spreadsheet for the creation of reports, graphing, and data analysis for board meetings and ministry reports
• Conducts research and amalgamates information into clear, concise documents
• General office duties
• Communicates with the Digital Media Coordinator to manage documents under the Educational Services umbrella both on the external website and SharePoint
• Creates annual school year calendar for a printout version and online version for schools and updates online calendar and pro-d/events section on the website
• Maintains inventory stock of all office supplies
• Promotes a professional and inviting office environment
• Customer service
  
  

IV. Primary Relationships

The Administrative Assistant – Professional Development & Events works under the supervision of the Superintendent and Leadership Team, appointed by the Board of Directors. Reporting directly to the Senior Human Resources Manager, the Administrative Assistant ensures efficient operations of the office so as to support and enhance the work of the CISVA.

The Administrative Assistant will collaborate with the Leadership team, Educational Consultants and other staff to fulfill the goals and mandate of CISVA strategic priorities.

Qualifications

• 3+ years of administrative or event support experience, preferably in a nonprofit or educational setting
• Exceptional organizational and time management skills with attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, PowerPoint)
• Experience with event registration software
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and deadlines independently
• Professional demeanor and strong interpersonal skills
  
  

What We Offer

• Competitive salary and benefits package
• Opportunities for professional growth and development
• Supportive, inclusive, and collaborative work environment
  
  

The Position

This role is on-site, Monday to Friday - 8am to 3:30pm.

Location: 4885 Saint John Paul II Way, Vancouver.

To Apply

Submit a resume and a brief cover letter outlining your interest in the role and relevant experience to Human Resources at [email protected]. Applications will be reviewed on a rolling basis until the position is filled.

Only short-listed applicants will be contacted.