Overview
Register new students and process admissions and registrations for multiple programs (Regular, French immersion, International, alternate, resource room, academy).. Maintain and update student records, files, and confidential documentation; withdraw students and ensure accurate data.. Enter, process, validate, reconcile, and review student information system data and statistical reports for Ministry of Education submissions (including 1701 funding twice a year, and TRAX/SADE weekly).. Process graduation status reports and check Ministry non-graduate lists after TRAX submissions; provide information to administrators and counsellors.. Update course guide catalogue, add courses/sections, and schedule course requests.. Enter and edit term grades, work habits, narrative comments, IEP information, Honour Roll, Principal’s List, G Club, failure lists, and graduation transcripts; maintain ministry course code changes and conversions.. Close down the previous school year and enter marks for non-regular programs for Ministry database submission; ensure no missing data; document provincial exam results and graduation/non-graduation reports.. Set up parameters for the new school year, input timetable data, ensure correct coding, and produce class lists and reports.. Update and manage the Online Exam Register; register provincial exams and assessments for quarterly sessions; may register summer school students and exam re-writes.. Provide procedural advice to teachers, counsellors, and administrators regarding report card marks/comments, course requests, and TRAX credits; generate statistical/analysis reports using Dashboard.. Respond to requests for official transcripts and retrieve/copy student records for students, lawyers, agencies, and hospitals; collect relevant fees and issue receipts.. Process monthly teacher remedy reports as required.. Troubleshoot with the Ministry of Education on behalf of current and past students; liaise with district departments, staff, parents, and students via phone, email, correspondence, and in person.. Support MyEd BC and CIMS platforms (Parent Connect, Student Connect, Teacher Connect, Admin Connect), including maintaining confidential sign-on/password information.. Prepare and enter data for Parent/Teacher conferences and upload/maintain appointment schedules.. Perform administrative office duties (keyboarding, proofreading, duplicating/photocopying/collating, switchboard, filing, archiving student files).. Supervise students in the office and medical room; attend to sick students and may perform first aid.. May coordinate teacher/support staff replacements using SmartFind Express call-out system and maintain the call-out student database in the automated absentee system.. May send mass emails to parents and students and may maintain/distribute classroom and building keys.. Stay current with changing technology, Ministry procedures, policies, and equipment; work with Information Services Technology and district systems (MyEd BC, CIMS).
