Job Posting Detail

CIS Ontario Member School: St. Mildred's-Lightbourn School
St. Mildred's-Lightbourn School

Senior Administrative Coordinator

Full-Time Permanent Position

Education:  College Diploma/University Degree; Diploma in Office Administration or equivalent field is preferred


  • 5+ years progressive administrative experience
  • Experience with Blackbaud’s “OnProducts” and Trevlac (an asset)
  • Experience in an Independent and/or Secondary School 
  • Experience in not for profit environment (an asset)
  • Fluent in Microsoft Office & Google Office
  • Comfort in a Mac-based environment

Working Conditions:

  • School/Office Environment
  • Frequent computer / desk use                           

St. Mildred’s-Lightbourn School

Inspired Girls. Empowered Women. St. Mildred’s-Lightbourn School (SMLS) is recognized as one of the premier independent schools in the country and brings a long history of educational excellence to girls from preschool to university entrance. For well over a century, SMLS has helped develop courageous girls who challenge and change the world.

Role Overview

SMLS has an opening for a Senior Administrative Coordinator to coordinate student services functions, provide administrative support, assist with initiatives led by the Senior Leadership Team, and find opportunities to improve and enhance administrative processes. This role will also provide mentoring and guidance to other administrative professionals.

The successful candidate is an enthusiastic, articulate and creative administrative professional who communicates with ease and confidence.  You are a critical thinker who demonstrates initiative, integrity and attention to detail. Working closely with members of the Senior Leadership Team, faculty and staff, and other administrative coordinators, you are flexible and well organized and you ensure exceptional customer service to all stakeholders at all times.

Key Knowledge, Skills & Experience

We are seeking a dynamic, exemplary administrative professional with the following key qualities and a willingness to continue to develop and grow as a professional:

Records Management/Registrar Duties

  • Oversee policies and processes related to the access, privacy and security of student records

  • Maintain Ministry of Education databases and co-ordinate with external consultant for tri-annual OnSIS reporting 

  • Submit annual OSSD and OSC requests to Ministry of Education; Prepare and print OSSDs and OSCs in advance of Closing day ceremonies.

  • Oversee the creation and management of Ontario Student Records (OSRs), including preparation of student transcripts and report cards 

  • Maintain up-to-date student and faculty information in Trevlac database as required by the Ministry of Education


  • Direct reports include School Receptionist/Bus Coordinator and Administrative Coordinator.

  • Provide leadership, guidance and training to team members while working collaboratively to ensure the smooth functionality of all administrative functions as related to student services, attendance, reception, and administration.

  • Lead by example and bring exceptional customer service focus to the team

  • Bring new ideas and best practices to continuously improve administrative systems and processes (e.g., attendance, reporting, OSRs)

Administrative/Full School Support 

  • Act as first point of administrative contact for faculty, staff, parents and students 

  • Provide ongoing operational and administrative support to Junior, Middle, and Senior School Heads 

  • Organize and assist with the coordination of numerous school-wide events including School Closings, Prizegiving, School Photos

  • Coordinate coverages (internal and external) for Faculty absences via internal on-calls or organizing supply teacher coverage of classes; maintain and validate timesheets for paid internal and external supply teachers

  • Ad hoc special projects or assignments as requested by members of the Senior Leadership Team

  • Cross-training and back-up support for other administrative staff duties as needed  

  • All other duties as assigned

SMLS Values
Respect:  We welcome and support the diversity of our school community and the broader communities and environment in which we learn, work and live. We respect our Anglican roots and our traditions.

Integrity:  Honesty and responsibility are fundamental to everything we do – from the classroom to the boardroom.

Innovation:  We are in a place where new ideas and promising practices can be explored, evaluated and flourish.

Commitment:  We recognize our responsibilities to each other and to the world, and we will stand by our word and persevere with passion, pride and hard work.

Courage:  We are not afraid to confront the uncertainties or difficulties the future may bring.  We are resilient and are prepared to be bold and take action. 

St. Mildred’s-Lightbourn School provides a competitive compensation package for Staff members. 

If you are interested in joining SMLS and playing an integral role in the development of young women, please apply online at by creating an admin profile. 

We appreciate and thank all applicants for your interest in SMLS, however, only those candidates invited for an interview will be contacted.

SMLS is an equal opportunity employer and we accommodate any needs under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Respect for the dignity and worth of every individual in the workplace is fundamental at SMLS. Our school recognizes the importance of diversity and fosters an inclusive, cohesive, and compassionate culture modeled by faculty, staff, students and parents.

  • Day School
  • Full-Time
  • Oakville
  • Permanent
  • Staff
  • St. Mildred's-Lightbourn School