Administrative Assistant - Intermediate (ONSITE) JP1047

Pathlion; Edmonton; On-site; CAD 42,000 - 52,000; Full time

Job summary

Pathlion in Edmonton, Canada, is seeking an Administrative Assistant to support managers and staff with a variety of clerical tasks and credential processing. The role includes handling phone and email inquiries, explaining certification requirements, and maintaining data in CCIS and ECDS.

You will review credentials, manage appeals, and assist with forms and applications, collaborating with educational institutions and assessment bodies.

Qualifications

• Experience in administrative support and clerical tasks.
• Strong written and verbal communication skills.
• Ability to manage multiple inquiries and de-escalate tense situations.
• Experience with credential processing is a plus.

Responsibilities

• Serve as primary contact for phone and email inquiries from educators, operators, parents and the public.
• Provide accurate, timely, and respectful responses; de-escalate difficult situations.
• Explain certification requirements, policies, procedures, and upgrading options.
• Assess Canadian and international credentials against Alberta Child Care Staff Certification standards.
• Review programs of study and recommend certification decisions.
• Manage first level certification appeals; confirm or revise as needed.
• Enter and maintain client data in CCIS and ECDS.
• Open, update, and manage client files; verify documents for completeness and accuracy.
• Monitor system data quality and follow up as needed.
• Provide administrative support including file management, scanning, data entry, and correspondence.
• Assist clients with forms and online applications.
• Support training of new assessors and administrative staff.
• Liaise with educational institutions and assessment bodies to verify credentials.
• Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course.
• Contribute to system testing, process improvements, and development of guides and communications materials.

Skills

Administrative support

Customer service

Data entry

Record keeping

Tools

CCIS

ECDS

Job description

Perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing various administrative activities.

Duties will include the following but are not limited to:

Client Service & Communication

Serve as primary contact for phone and email inquiries from educators, operators, parents, stakeholders, and the public.

Provide accurate, timely, and respectful responses; assess urgency, manage high call volumes, respond to repetitive questions from callers and de-escalate difficult situations.

Explain certification requirements, policies, procedures, assessment processes, and upgrading options.

Processing Credential Assessment & Certification by:

Assessing Canadian and international educational credentials against Alberta Child Care Staff Certification standards.

Reviewing programs of study and make certification decisions or recommendations in alignment with legislation and policy.

Managing first level certification appeals; confirm, revise, or

Review and process staff qualification exemptions within assigned authority.

Managing Information Systems & Records

Accurately enter, maintain, and review client data in CCIS and ECDS.

Open, update, and manage client files; verify documents for completeness and accuracy.

Monitor system data quality and identify issues requiring referral or follow up.

Administrative & Team Support expectations

Provide administrative support including file management, scanning, data entry, correspondence, and document processing.

Assist clients and staff with forms, online applications, and document submission.

Support training and development of new assessors and administrative staff; assist with reassessments.

Stakeholder & Program Support expectations

Liaise with educational institutions, assessment bodies, and other jurisdictions to verify credentials.

Maintain relationships with organizations delivering the Level 1 Child Care Orientation Course.

Contribute to system testing, process improvements, and development of guides, forms, certificates, and communication materials