Now hiring: Receptionist/Administrative Assistant, Upper School
Employment Terms: Full-Time, 6 month contract
Start date: June 2026
We are currently seeking a Receptionist/Administrative Assistant, Upper School who will receive and welcome visitors and the public to the school/college, and provide timely and appropriate directions and responses to questions. Provides a warm and welcoming environment to UCC, as well as a wide variety of clerical office duties in support of College administration. Greets and screens visitors, answers and refers inbound telephone calls, coordinates and communicates office activities, and schedules appointments. They will also provide general administrative assistance to the Assistant Heads, Upper School.
Key Responsibilities and Tasks
Reception
- Welcome and offer assistance to all visitors who enter the reception area;
- Warmly greets all guests and community members and refers all inquiries to the appropriate individuals, divisions, or departments across the organization;
- As a front-of-the-house staff, presents a positive and professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
- Guide guests through the sign in system and provide visitor passes (e.g. sign-in/sign-out);
- Direct telephone calls and/or emails to the appropriate recipient;
- Provide immediate response to urgent requests (from teachers, security, or maintenance staff);
- Track reception supplies and maintain inventory.
Mail and Deliveries
- Receive all incoming mail and deliveries, and advise recipients, or redirect if appropriate;
- Sort and prepare outgoing mail and courier pickups;
- Ensure the safeguarding and distribution of mail and other materials;
- Assist with general school/college mailings;
- Receives and distributes all forms of paper correspondence;
- Administers and manages inbound/outbound mail, including priority post, packages, courier services, and other deliveries.
Administrative Support
- Attending to Service Requests - booking, Aramark, security;
- On Calls - ability to support On Call process (main backup);
- Maintain the staff telephone directory and circulate revisions;
- Maintain information on school/college events, timetables and core programs;
- Maintain information on registrations and travel for participants in school/college events;
- Provide general administrative assistance to staff as assigned, including coordinating meetings and preparing meeting support packages;
- Creates forms, letters, reports, and memos as necessary;
- Organizes, maintains, and coordinates office records and files in their proper locations;
- Where necessary, assists in compiling data for various reports;
- Coordinates the logistical aspects of departmental programs, such as room bookings, meetings, catering, and events;
- Arranges and books meetings, on-site meeting rooms, and other locations; ensuring the appropriate presentation equipment is there;
- Provides information to staff and/or clients about special activities;
- Assist with graduation planning, as required;
- Maintains the reception in a tidy and presentable manner.
Health and safety
- Ensures that the appropriate evacuation procedures are carried out in the event of an emergency;
- Observes and reports any security issues to the Security personnel on duty.
Other duties
- Support and back-up for other Administrative / Executive Assistants, Administrators and Front of House employees at Preparatory and Upper School as required;
- Cross-train other administrators across the college to enable them to support during work peaks, vacations and any other absences.
Job Requirements
Experience, Knowledge and Competencies:
- Completion of post-secondary school administrative assistant courses;
- Strong clerical skills with 3-4 years minimum administrative related experience in a service oriented office;
- Experience in an educational environment an asset;
- Standard reception and administrative procedures and best practices;
- Strong knowledge of general office procedures;
- Administrative policies, procedures and standards of the school/college;
- Customer service principles and best practices;
- School events, programs and principles;
- Strong knowledge of the Google Suite, including Sheets, Docs, Slides, and Forms;
- Confidentiality requirements for personal information;
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items;
- Able to maintain filing systems and basic databases;
- Ability to assess incoming requests, calls and visits, and determine the appropriate response;
- Ability to assess and respond appropriately to emergency/urgent requests;
- Ability to determine if follow-up is required/appropriate in specific circumstances, and take appropriate action;
- Ability to adjust and be flexible to meet changing work needs and demands;
- Excellent records maintenance skills;
- Ability to multi-task and manage multiple priorities;
- Ability to present the public face of the school/college to visitors and callers;
- Ability to clarify and respond appropriately to complicated requests. Superior telephone manners and strong interpersonal skills;
- Ability to make visitors feel welcome at the school/college;
- Ability to exercise tact and discretion in welcoming callers and visitors and responding to requests;
- Superior customer focus and strong customer service orientation;
- Ability to write simple correspondence, including memos, letters, etc;
- Ability to apply understanding to carry out instructions in written and verbal form;
- Ability to be an effective team member; accountable and dependable;
- Ability to communicate with all levels of the organization and community members and strong written and verbal skills;
- Responsible for safeguarding and distributing incoming mail and packages;
- Responsible for providing a welcoming public face for the school/college at the reception centre, responding appropriately to calls and requests, managing the receipt of incoming mail and deliveries, preparing/arranging for outgoing materials, and providing general administrative assistance as assigned.
About UCC
Upper Canada College (UCC) is focused on making the world a more just and inclusive place through dialogue and teamwork. With a commitment to equity and fairness, students learn that what makes us different as individuals makes us stronger as a community. A rigorous academic program is supported by accomplished faculty, exceptional co-curricular programming, and state-of-the-art facilities.
The UCC experience is underpinned by five core values: learning, pluralism, service, community, and well-being. Among its strategic goals is UCC’s ambition to become more diverse and inclusive. This is supported by a recognition that no learning community is whole without the inclusion and amplification of multiple voices; UCC is committed to fostering belonging, striving for justice and peace among all people, and addressing systemic and structural forms of oppression.
UCC is an Equal Opportunity Employer and values diversity, encouraging applications from all qualified individuals including women, Indigenous Peoples, persons with disabilities, 2SLGBTQIA+ and historically marginalized persons. UCC embraces pluralism – celebrating differences, cherishing similarities, and giving voice to multiple perspectives.
This job is for an existing vacancy. Compensation is based on qualifications and experience. The range for the position is $46,352 to $60,837.
Please share your resume and cover letter at careers@ucc.on.ca by Tuesday, 2nd June 2026. We thank all candidates in advance; however, we will contact only those selected for an interview. Artificial intelligence tools may be used at certain stages of the recruitment and selection process.
To learn more about UCC, please visit ucc.on.ca and https://careers.ucc.on.ca/
