Administrative Support

Flex Academy is a JK-12 brick-and-mortar school which is a division of Heritage Christian Online School located in Kelowna, BC. In this Christ-focused, campus-based program, we are combining the best of classroom experience with the versatility of online tools to develop a hybrid model of education that makes education as expansive and flexible as possible.

The Position
Flex Academy and Heritage Christian Online School (HCOS) have an opening for an Administrative Support role for an 18-month contract to provide coverage for two distinct assignments. Each position will be full-time, working 40 hours per week.

• Assignment 1 (On-site at Flex Academy): Supporting the Flex Academy Office manager with administrative, office and project-related tasks until approximately Summer 2026.
• Assignment 2 (Remote for HCOS): Transition to a maternity leave coverage that provides remote coordination and assistance to senior leadership throughout the school, and specifically to the Head of Schools and Chief Operating Officer.

Duties & Responsibilities

Flex Academy Support 

• Attendance Secretarial Support
  • Process school-wide morning attendance
  • Collect attendance data from teachers
  • Contact families re: any missing students
• Process MS/HS block attendance
  • Collect attendance data from teachers
  • Track student attendance locations for Flex Blocks
  • Track late and absences for administrative intervention
  • Track repeat and extended absences and communicate with admin, teachers, and families as needed
• Supporting the Office Manager with annual processes including student enrollment, report cards, provincial assessments, and start-up and year-end tasks
• Support new staff onboarding by coordinating the full welcome process, including welcome emails, access setup, keys, and welcome materials.
• Help new staff feel welcomed and supported with post-onboarding friendly check-ins 
• Newsletter and communication content creation
• Support Social Media and Flex Family Network
• Foster and maintain positive relationships between parents, teachers, staff, and the school community as a whole
• Represent HCOS: Flex Academy positively to the broader community
• Support with other office and receptionist duties as needed

HCOS Support

• Assist in compiling of annual inspection and quality assurance documentation 
• Research topics and assist with the creation of academic resources and reports
• Maintain and create various spreadsheets, documents and reports
• Assist with organization of various projects and school communication
• Process reimbursements and reconciliations
• Select, purchase, package and ship gifts for the school
• Coordinate and process distribution of government subsidy programs
• Plan logistics for events, meetings and, general travel of Head of School & Chief Operating Officer, Divisional Directors
• Coordinate, attend, host and take minutes at various meetings and retreats as needed
• Manage and update organization intranet as needed
• Any other related duties as required

Qualifications

• Demonstrates a commitment to, and a lifestyle reflective of, the KCCS Foundational Beliefs
• Previous office experience required
• Ability to collaborate with families and staff in an appropriate and professional manner
• Ability to manage, change, and adapt to varied workloads
• Able to be discreet and handle confidential information sensitively
• Strong organizational skills and detail-oriented
• Ability to prioritize tasks and manage time effectively
• Proactive, systems thinking, relationship and solutions-oriented
• Technology proficiency in Microsoft Office, Google Suites and willing to learn other platforms and systems as needed
• Strong professional communication skills

What we offer

• Competitive wage $25.19-26.49 per hour (Note* there is a projected annual wage increase in July 2026)
• 40 hours per week, initially on-site and shifting to remote in Summer of 2026

Applications will be accepted until March 13, 2026.

Flex Academy is a ministry of Kelowna Christian Center Society (KCCS). KCCS was established in 1982 with a vision for the community and global influence. KCCS exists so that all people can experience abundant life in Christ by reaching, raising up and releasing people who reflect the kingdom of God, through creating communities of belonging and learning.