Administrative Assistant - NW Junior High Campus

St. Clement's School; Calgary; On-site; CAD 30,000 - 60,000; Full time

Job summary

Join a dynamic team at a forward-thinking public charter school dedicated to inspiring future leaders in STEM. As an Administrative Assistant, you will play a crucial role in supporting the daily operations of the junior high campus. Your responsibilities will include managing student information systems, providing administrative support, and fostering a welcoming environment for students, staff, and parents. This is an exciting opportunity to make a positive impact in a collaborative and innovative school community. If you are organized, professional, and passionate about education, we want to hear from you!

Qualifications

• High school completion required; experience in a school office is an asset.
• Minimum one-year related experience or completion of a recognized office admin program.

Responsibilities

• Manage student information and ensure the accuracy of records.
• Provide administrative support and coordinate school operations.
• Act as a professional ambassador and foster a positive school environment.

Skills

Professionalism

Time management

Multitasking

Organizational skills

Communication skills

Data entry accuracy

Education

High school completion

Post-secondary certificate in office administration

Tools

MS Office

PowerSchool

Teams

Job description

Are you looking for an opportunity to join a dynamic team where your contribution makes a positive impact on the lives and learning of future leaders in Science, Technology, Engineering and Math? STEM Innovation Academy is seeking an enthusiastic, friendly, and passionate school secretary to join our front office team, dedicated to supporting students, staff, and the overall success of our school community.

About Us

STEM Innovation Academy is a public charter school in Calgary that opened in September 2021. Our original SW junior high campus currently serves over 450 students in grades 7-9. Our NW high school is in the Calgary Charter Hub and currently serves over 700 students in grades 10-12, with an anticipated capacity of 1000 students. In fall 2025, we will be opening a second junior high campus, also located in the Calgary Charter Hub.

With a mission to inspire the next generation to be knowledgeable creators, innovators, and responsible leaders, we believe every student can be successful in STEM and should have the opportunity to learn about cutting-edge science, math, and technology topics. Our staff and students thrive in a culture of excellence, innovation, and collaboration.

Position Information

Administrative Assistant - NW Junior High Campus

The purpose of this position is to perform clerical duties in support of, and to assist in the day-to-day operation of the junior high campus. This position reports to the school principal.

Hours of work: 35 hours/week, 10-month employee
Anticipated Start Date: June 2, 2025 (to be determined with the successful candidate)

Responsibilities

Data Management

1. Ensure the quality and accuracy of the Student Information System (PASI, PowerSchool); demographics, emergency contact information, enrolment, attendance, grades, coding of grants, residency/citizenship, and medical/custody considerations.

2. Generate reports from PASI and PowerSchool.

3. Contribute to the maintenance of the master and student timetables, where applicable.

4. Manage all aspects of the student cumulative files.

Office Administration

1. Ensure the quality and accuracy of Power School (student registrations).

2. Provide support to administration (produce records and reports, coordinate meetings within the school, arrange for collection and distribution of school information, posting of positions in Apply to Education).

3. Ensure accurate attendance of students by communicating with parents regarding absenteeism and entering absences in PowerSchool system.

4. Reconcile staff attendance, consult with school administration regarding staff absences and coding inquiries/discrepancies.

5. Order, organize and distribute office and school supplies.

6. Request equipment repair, as required.

7. Organize and track school guest teachers.

8. Organize and track student lockers.

9. Coordinate and support transportation, including supporting questions and issues related to transportation routes.

10. Perform other related duties, as required.

School-Based Teamwork

1. Under the direction of school administration, communicate with parents, staff and the community to facilitate the efficient operation of the school.

2. Participate as a team member in periodic meetings, as requested.

3. Demonstrate self-direction and initiative in the role of the Administrative Assistant.

Professional Responsibilities

1. As a person of first contact, act as the professional ambassador to the school.

2. Support a positive environment within the school, inclusive of staff, parents, students and the community.

3. Support the safety and confidentiality of students, staff parents and guests in the school.

Education and Experience

1. High school completion.

2. Experience in a school office environment is an asset.

3. Minimum one-year related experience in an office environment or completion of a recognized post-secondary certificate or diploma in office administration or its equivalent with successful practicum experience.

Demonstrated Skills and Competencies

The successful candidate for this position demonstrates:

1. Professionalism, tact, courtesy and diplomacy skills, ability to deal with sensitive and discretionary matters and maintain strict confidentiality.

2. Positive contact for our student population, helping to create a safe and caring environment for our students and staff.

3. Very good time management, prioritization, multitasking and organizational skills.

4. Ability and success in building productive relationships.

5. Trustworthiness, integrity, dependability, and reliability.

6. Willingness to adapt and grow in a constantly evolving environment.

7. Strong data entry skills with an emphasis on accuracy.

8. Knowledge of office/records management.

9. Ability to use computer applications such as MS Office, Teams, PowerSchool.

10. Strong verbal and listening communication skills, combined with good written communication skills and very good interpersonal skills.

Application Package Requirements

1. Cover Letter

2. Resume/Curriculum Vitae

3. Names and contact information of three references, two of which must be current or very recent supervisors.

The posting will remain open until a suitable candidate is found.

While we appreciate all applications received, only people selected for an interview will be contacted.