Administrative Assistant - Professional Development and Events

CISVA JOB DESCRIPTION

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Administrative Assistant–Professional Development & Events

Adopted: 11/04/2026

CISVA Mission Statement

Our Catholic schools provide each student with an education rooted in the Gospel of Jesus Christ. Guided by the Holy Spirit and Catholic teaching, in partnership with home and parish, our schools foster the growth of responsible citizens who will live, celebrate, and proclaim their faith.

I. Primary Relationships:

The Administrative Assistant will work under the supervision of the Superintendent and Leadership Team, appointed by the Board of Directors. Reporting directly to the Associate Superintendent of Educational Services, the Administrative Assistant ensures efficient operations of the office to support and enhance the work of the CISVA.

The Administrative Assistant will collaborate with the Leadership team, Educational Consultants and other staff to fulfill the goals and mandate of our strategic priorities.

II. Primary Responsibilities:

• Professional Development Services
• Maintaining the Professional Development portion of the CISVA website with accurate and complete information for those registering for events.
• Compiling registrations into the database from online forms, ensuring that the database is accurate for billing as well as attendance.
• Updating schools on new and current Professional Development events, as well as those they currently have registered or reminders to register for these events by the appropriate deadline stated.
• Coordinates registration for the Catholic Educators' Conference and onsite registration and all educational services events including learning support and evangelization and catechesis.
• Provide registrants with key information regarding professional development events.
• Resource distribution and management for the Early Learning Program.
• Collection and preparation of annual School Evaluation resources.
• Maintain and create the Foundations of the Faith retreat binders for all participants.
• Create/Distribute Foundations of the Faith certificate of completion to the recipients.

• Event Services
• Manages catering services for all Pro-D events
• Review all catering contracts for accuracy ensuring a seamless catering event occurs.
• Review all catering event contracts for accuracy.
• Provide on site service including venue booking setup and cleanup for events: meetings and professional development for educational services including learning support and evangelization and catechesis.
• Speaker Liaison for CEC annual conference, educational services as needed.
• Prepare event materials, including name tags, attendee lists and handouts, in coordination with the Educational Services team.
• Build next year's Pro-D events on the website and pre-book venues and caterers.
• Order workshop supplies for events.

• Finance
• Prepare pre-event budget estimates.
• Process venue and caterer invoices.
• Track event expenses against the departmental budget.
• Provide billing information to the Finance department.

• Foundations of the Catholic Faith
• Maintain the database that provides the names of those teachers who have not met the course completion requirements.
• Providing Principals current information on the status of their teachers.

• Learning Support Services
• Oversee the distribution of the online Inclusive Education Survey, related to Learning Support.
• Maintain kits, scoring software, and protocols for school psychologists and a library of resource materials for schools.
• Responsible for the resource maintenance, ordering and preparation for the following programs: School Psychologists, Early Learning Program.

• Records management
• Administers database and participant certification for Crisis Prevention Intervention Training.
• Oversees school psychologist and practicum contact information.
• Update annually the main contacts database for Learning Support and distributes to the Director of Learning Support and the administrative team for import into their distribution lists.
• Ongoing revision of current practices; streamlining procedures by transferring paper forms into fillable PDF and MS Forms for all Departments.
• Collect digital files and print hard copies of reports for the school evaluation team.
• Maintain the ministry documentation; External Evaluation Report and coordinate with Associate Superintendent of Educational Services for record keeping for all documentation including the CISVA school evaluation and continuous school improvement report.
• File and distribute completed Evaluation Report in digital format and send to Education Committee Chair, Principal and Pastor.

• Information and data analysis
• Imports and compiles data from the Inclusive Education Survey into an excel spreadsheet for the creation of reports, graphing, and data analysis for board meetings and ministry reports.
• Update all data analysis tools including survey templates and distribution protocols as directed by leadership team members.

• General office duties
• Communicates with Digital Media Coordinator to manage documents (including internal and public facing).
• Creates annual school year calendar for a printout version and online version for schools and updates online calendar and pro-d/events section on the website.
• Promotes a professional and inviting office environment.
• Administrative support for large events requiring significant preparation of materials.
• Support the reception of phone calls when needed.

III. Working Conditions:

Peak periods are September to December and January to June (major events). Extended vacation is not normally approved during peak periods.

Employment hours are from 8:30am to 3:30pm. Monday to Friday.

Please submit your application through Make a Future, addressed to Ms. Nicole Regush, Associate Superintendent, Educational Services.

Thank you once again for your interest, and please note that only those shortlisted for an interview will be contacted.

Thank you.

CISVA