Job Description

Position Summary:

The Facilities & Operations Office Coordinator will provide general administrative support to the Office of Facilities & Operations, ensuring the efficiency of the office, under the supervision of the Director of Facilities. They will support operational logistics in working with the various internal and external stakeholders. The Facilities and Operations Administrative Assistant will demonstrate a willingness to learn all facets of operational support as it relates to Facilities Management, security, transport and other services.

Primary Responsibilities:

Serve as the main point of contact for the Facilities & Operations Office
Maintain a structured filing system
Organize calendar, attend and minute meetings
Liaise with facilities and operations teams, assisting in the prioritization and tracking of work orders and maintenance requests.
Liaise with vendors in the areas of security, transport and food/nutrition services and Facilities Management
Create and issue content for ASD News submissions
Maintain and manage various information databases
Knowledge of and adherence to confidentiality policies regarding students, staff and relevant ASD business
Maintain Facilities and Operations 3rd party contracts
Manage invoicing process for the department

Schoolwide Responsibilities:

Openly support and abide by all school policies and procedures
Model ASD Values in interactions with the school community
Eager and willing to work in a collaborative team environment
Exhibit a professional attitude at all times
Demonstrate commitment to personal continuous professional growth and development
Represent ASD with students, parents, colleagues, and broader school community in a professional manner
Develop and maintain effective working relationships

Required Qualifications:

Minimum of a high school diploma or equivalent
College or professional degree preferred
Previous experience working in an educational institution preferred
Powerschool and Google Suite related experience would be highly advantageous
Tactful and professional front office skills


English speaker with exceptional verbal and written communication skills

Knowledge, Skills & Abilities:

Five or more prior years of experience in a related field


Ability to establish priorities, take initiative and maintain a flexible schedule
Highly organized, detail oriented, and able to multitask and function in a highly dynamic, service-oriented working environment
Ability to problem-solve
Excellent proofreading skills
Accuracy in creating and maintaining databases and spreadsheets

Terms of Employment:

This full-time position is classified as a non-sponsored support staff position. General working hours are from 7:45 am - 3:45 pm, Monday through Thursday and 7:45 am - 12:15 pm (on site) & 2:00 pm - 3:45 pm (remote/flexible) on Fridays.



Friday is considered as a full working day for employees and the school reserves the right to schedule afternoon meetings and/or events where the employee's presence is required. Employees should plan to be available and ready to respond to work-related requests on Friday afternoons unless an approved leave of absence has been applied for and approved through the usual and customary leave request process in advance. Any absence on a Friday will be considered a full-day absence.



ASD employees are responsible for safeguarding and promoting the welfare of students. All employees agree to abide by all child protection policies and procedures and agree to participate in all child protection training as mandated by the School as a condition of employment.



Criminal background checks will be conducted on all candidates prior to confirmation of employment.