Administrative & Registrar Assistant

Position: Administrative & Registrar Assistant

Start Date: January 12 2026

Urban Academy staff students and families are connected through learning inspired by community and empowered to contribute as we work toward our vision of truly educating for tomorrow. We value future focused education belonging the entrepreneurial spirit and changemaking. A gender-inclusive JK12 independent school we are located in a beautiful facility in New Westminster across the street from Braid Street Skytrain Station.

We are seeking an experienced and organized Administrative & Registrar Assistant to serve as the cornerstone of our schools administrative operations. The ideal candidate is warm professional and detail-oriented - someone who thrives in a fast-paced educational environment and enjoys supporting students staff and families alike.

Key Responsibilities

Administrative Assistant:

• Greets and assists students parents staff and visitors in a professional and friendly manner ensuring they sign in/out and follow school security procedures.

• Answers and directs phone calls and emails; manages incoming and outgoing correspondence efficiently.

• Ensures smooth coordination between academic admissions and business office functions.

• Coordinates schedules meetings and appointments for school leadership.

• Assists with the preparation of documents for meetings such as agendas and minutes.

• Helps coordinate logistics for school events and functions.

• Prepares and distributes school communications such as newsletters notices and announcements.

• Manages databases student information systems (SIS) and online administrative tools.

• Generates and analyzes administrative reports as needed.

• Develops documents and improves administrative systems policies and workflows.

• Coordinates travel schedules and logistics for leadership or board meetings.

• Assists with new staff onboarding and maintains HR-related administrative records.

• Serves as one of the first aid contacts (with training).

• Supports emergency preparedness drills (fire earthquake lockdown) and maintains related documentation.

• Assists the Board of Directors with policy work meeting organization and calendar support.

• Oversees the busing service. Liaises between families and the bus lines. Provides families with information regarding bus routes times and pricing. Manages late buses.

• Other administrative duties as required

Assists the Registrar:

• in preparing accreditation or inspection documents for the BC Ministry of Education or Independent School Associations (e.g. FISA CAIS).

• with Ministry Reporting and student records

• maintaining the student information system (MySchool)

Qualifications and characteristics

• 35 years of office and administrative support

• Excellent interpersonal skills and a great team player

• Strong data management administrative and customer service skills

• High attention to detail with great prioritizing and organizational skills

• Ability to communicate sensitively tactfully diplomatically and professionally both verbally and in writing with staff members students parents and outside community members

• Ability to adapt well to change

• Proficiency or the ability to be trained in various computer applications and database management including Google Suite.

  
  

Please visit our website ( ) to learn more about UAs wonderful school life and see if this is the type of work environment that you feel you could thrive in and contribute to. At Urban Academy we are committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers from BIPOC (black Indigenous and people of colour) persons with disabilities and 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability we will work with you to make reasonable workplace accommodations that you may need to support your optimal work performance.

Urban Academy provides:

• Competitive Compensation at a salary range of $55000.00 to $65000.00 based on experience and qualifications. Salary is inclusive of vacation pay.

• Open and collaborative culture

• Comprehensive health benefits package

• Matching RRSP program

• Newly built inspiring campus setting

• Close to Braid Sky Train Station