Description
Job Posting: Posting Detail
Posting: C2526/055 Description: Distance Ed Secretary Start Date: July 2, 2025 End Date: Dec 19, 2025
Posting Date: Jun 13, 2025 Closing Date: Jun 19, 2025 - 4:00p
Location - SIDES
Position - Distance Education Secretary
Assignment Type Temporary
Hours 35
- Liaises with District IT support (heat tickets and emails) to resolve technical issues for students, teachers, counsellors and staff.
- Liaises with the Ministry of Education to provide summer reporting final grades, TRAX submission, grade correction.
- Coordinates sending, receiving and distribution of internal and external mail processes.
- Maintains the events calendar “to include booking rooms within the building as requested by staff”.
- Adaptations of grade submission process to accommodate larger numbers of students
- Liaises with public and private post-secondary institutions (counsellors, teachers, office staff) clarifying student status, course registration.
- Provides documentation to legal offices for educational verification
- Generates reports, assists with data collection and completes letters.
- Manages student information and course resources, maintains electronic and physical files, scans and copies materials and documents, and processes student resource requests.
- Submits reports to institutions and students on withdrawal processes using the School and Ministry databases.
- Receives inquiries in person, by telephone and email; processes resource pick-ups, deposits and returns and books appointments.
- Coordinates tests, both in-house and for other institutions and provides support for provincial exams.
- Coordinates school billing (tuition for courses, etc.).
- Coordinates payment processes (e.g. student deposits/tuition, banking reports, petty cash requests, etc.).
- Provides administrative support:
- Assists administrators, counsellors and teachers with clerical support as required, including letters, filing, course development support, etc.
- Maintains handbooks
- Creates contact lists
- Creates master forms
- Maintains the events calendars
- Assists in production of course development resources
- Assists counsellors with grad checks and student learning plans
- Assists with photocopier maintenance, including contacting the supplier
- Attends on-site clerical and other staff meetings as required and records minutes.
- Performs other assigned duties that are within the area of knowledge and skills required by the job description.
- Grade 12 education
- Office Administration Certificate
- Two years of related experience
- Minimum word processing speed 50 W.P.M.
- Working knowledge of general office procedures
- Working knowledge of the BC Graduation Requirements
- Working knowledge of Ministry requirements for 1701 and SADE data collection and school/district/ministry reporting procedures
- Working knowledge of electronic information systems (Student Information Systems and DL Learning Management Systems)
- Working knowledge of hardware/software required for school information and reporting processes
- Or equivalent combination of training and experience.
- Knowledge of Distance Education procedures
- Demonstrated effective communication skills
