Administrative Assistant - International Department

We acknowledge that the Abbotsford School District is located on the traditional and unceded territory of the Semá:th First Nationand Máthxwi First Nation. With this, we respect the longstanding relationships that Indigenous Nations have to this land, as they are the original caretakers.

Why the Abbotsford School District?

Every day, in every classroom and office at Abbotsford School District, our employees provide a world-class, innovative educational experience for over 19,000 students. We provide a workplace that fosters creativity, inspires excellence, and challenges everyone to embrace growth.

Working in public education is both challenging and rewarding, but at the Abbotsford School District we truly believe that every one of our employees has the opportunity to help children learn, grow, and succeed.

Why Abbotsford?

Located under an hour from Vancouver, the Abbotsford School District is settled in the heart of the beautiful Fraser Valley and surrounded by spectacular mountain views.

Learn more about the Abbotsford community:tourismabbotsford.ca//thefraservalley

Position Summary

Under the general direction of the Manager — International Student Program, the Administrative Assistant —Level I — International Student Program maintains operation of the international office, providing a wide range of administrative support to the Manager, Program Coordinator, Recruiter, Homestay Coordinator, International Student Liaisons , and a gents . In addition, this role provides daily assistance to students, parents, staff and the international public in a professional and courteous manner.

The Administrative Assistant —Level I —International works collaboratively with the Program Coordinator, Homestay Coordinator, Manager — International Student Program and the Finance department ensuring accuracy in accounts payable / accounts receivable. This position manages homestay parent and student information , and ministry funding eligibility related information through the application of detailed documentation practices.

The job involves maintaining confidentiality in all matters of the school district and current, proficient knowledge of the documentation practices and detailed procedures for Citizenship and Immigration Canada, BC Medical Services, Private Insurance Providers, Country of Origin documentation requirements, School District Policies and Ministry of Education Legislation .

Specific Accountabilities

Administration

• Receiving reviewing, processing and distributing international student applications and funded student applications, ensuring all information is complete and following up with international agents and / or international parents for additional information .
• Typing a variety of correspondence and/or confidential information as requested , including (but not limited to) Letters of Invitation, acceptance, attendance, Proof of Study and Custodianship Declarations to support study permit applications; printed publications such as newsletters, forms and international handbooks, or other similar materials .
• Preparing international records and documentation as per the policies of Citizenship and Immigration Canada, Ministry of Education, BC Medical Services and private insurance providers; assisting students with study permit extensions
• Tracking all international students to ensure all are appropriately covered by medical insurance, have current study permits and passports during their entire stay in Canada; assisting students with filing medical claims .
• Maintaining accurate student information through the use of the Student Information System and file record management; providing schools with current international student information .
• Liaising with Ministry of Education and District Staff to compile, tabulate and report various criteria in a timely manner .
• Preparing authentication packages for student marks and records with the respective Country of Origin Consulates; this includes (but not limited to) reviewing country of origin requirements and Citizenship and Immigration Canada, preparing packages, having the packages notarized and couriering them to the appropriate consulate .
• Confirming any renewals or extensions with all students, agents, parents, International Education Assistants and schools; coordinating any student withdrawals and notifying the appropriate contacts .
• Assisting in emergency preparedness drills ( ie . fire, evacuation, lock-down, earthquake); this includes following the procedure outline according to district standards in each emergency .
• Assisting the International Student Program by performing other related job duties as required .
• Maintaining accurate records of students with MSP or private insurance coverage and providing updates as requested ; this also includes applying for MSP on behalf of the student;
  
  

Reception

• Providing friendly, professional customer service and prompt assistance , including responding to emails or telephone inquiries, providing tours and information for visiting international a gents and parents about the program, student or application progress, and payments .
• Assisting the international public and education a gents, promoting the program and responding to inquiries in a timely manner .
  
  

Event Coordination

• Organizing a variety of events (ie : international lunches, staff meetings, school tours, course planning sessions, orientation sessions, English assessments, etc.) this includes (but not limited to) organizing food, sourcing vendors, coordinating volunteers, creating awards and event material, providing attendance lists, organizing and preparing incoming student documentation and folders to greet new international student at orientation sessions .
• Coordinating airport service when international students arrive in Vancouver; this includes (but not limited to) retrieving all student flight information from international a gents, informing homestay families of student arrival plans , booking transportation service from Vancouver to individual homestay locations .
  
  

Qualifications, Knowledge, Skills And Abilities

Grade 12 diploma, or equivalent, supplemented by completion of a 6-month certificate in Administration/Applied Business Technology, or other related certifications may be considered. Database computer applications such as Excel or Access should be at an intermediate level. A minimum of 3 years of recent work experience in an administrative position, including one year of bookkeeping experience is also required. A valid Class 5 BC Driver’s License. As well , incumbents also require the following:

• Completion of Microsoft Office training and experience using internet and internet-based programs, with the ability to learn other software programs;
• Proven ability to determine , judge and select appropriate courses of action in accordance with established policies and procedures;
• Understanding and awareness of cultural diversity;
• Proven ability to multi-task, prioritize, self-motivate, and meet deadlines;
• Proven ability to communicate effectively both orally and in writing, and to provide service and relationship to the public and School District in a professional, respectful, positive and courteous manner;
• Proven ability to establish and maintain positive, effective work relationships in a team environment at all times ;
• Proven ability to use tact and discretion and maintain confidentiality in matters pertaining to the School District;
• Working knowledge of WHMIS and WorkSafe BC occupational health and safety regulations and the demonstrated ability to work in a manner that recognizes personal safety and the safety of others;
• Ability to be flexible, adaptable and resilient to change;
• Ability to explain complex or simple instructions or information clearly to others;
• Working knowledge of and experience working with relevant policies and procedures of Citizenship and Immigration Canada, Ministry of Education, BC Medical and Private insurance providers, Internet and Internet-based programs;
• Current working knowledge District Procedures and Administrative Policies, and the Freedom of Information and Personal Protection Act (FOIPPA );
• Proven ability to understand cultural diversity and communicate effectively when language barriers are often present;
• Proven ability to understand the needs of international students, their parents and agents;
• Proven ability to provide highly accurate data entry with attention to detail .