Intake and Registration Administrator Job | Calgary, AB

AISCA; Calgary; On-site; CAD 42,000 - 52,000; Full time

Job summary

Qualifications

• High School Diploma; post-secondary secretarial courses are an asset.
• Minimum two years of intake administration experience.
• Understanding of early childhood development importance.
• Adaptability, dependability and flexibility required.
• Strong computer skills with MS Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent communication, organizational and interpersonal skills.
• Ability to take initiative, prioritize and multitask.
• Able to travel between all school sites if required.

Responsibilities

• Schedule tours and register incoming students.
• Complete intake with families and obtain documentation for files.
• Submit required information to Alberta Education to support funding.
• Support transport coordination and oversee enrollment and costs.
• Update and maintain student information and databases.
• Respond to staff and parent inquiries and guidance requests.
• Maintain Providence presence in the community.
• Assist in planning/participation in registration fairs and events.
• Distribute marketing materials throughout Calgary and area.
• Liaise with community partners and stakeholders.
• Facilitate facility tours and provide front office coverage as needed.

Skills

Excellent communication

Organizational skills

Interpersonal skills

Initiative

Multitasking

Prioritization

Education

High School Diploma

Secretarial courses (asset)

Tools

MS Office Suite

Excel

Word

PowerPoint

Outlook

Job description

We’re hiring and recruiting top talent! Providence is a vibrant, registered charity with a long-established history of providing therapeutic and educational services to families across our 7 schools, and childcare facilities in Calgary and surrounding area. Providence is proud to be part of a diverse education system that fosters innovation, strengthens communities, and ensures every child has a place to learn and thrive. Our programs are designed to support young children who may not be meeting typical developmental milestones. Providence provides the opportunity to enhance the health and development of children and their families.

We are currently seeking a highly motivated individual to become an Intake and Registration Administrator, starting immediately. The hours of work are from 8:00 am to 4:00 pm, Monday to Friday.

It is an expectation at Providence that all employees are fully vaccinated against COVID-19 as a condition of employment.

Position Summary

Responsible for the intake of students, including the initial contact through to discharge. The Intake and Registration Administrator facilitates tours at all school locations, maintains positive and supportive relationships with families, supports all staff involved in programming with regards to maintaining files, message managing, obtaining student information and timely submission of all required documentation to Alberta Education as required. The incumbent must have the ability to handle highly confidential information with discretion. This position will require occasional work on evenings and weekends.

Responsibilities include

• Schedule tours and register all incoming students.
• Complete the intake process with families, including obtaining documentation to complete the students’ file.
• Work with Intake Manager to submit required information to Alberta Education to support the students’ funding requirements.
• Support the secretary with work related to transportation companies, enrolling all qualifying students and overseeing the process to ensure efficient scheduling and financial accountability of transportation costs.
• Update student information on an ongoing basis.
• Maintain and update the database.
• Respond to requests for assistance and guidance by staff and parents.
• Maintain a presence by Providence in the community.
• Support the Intake Manager with the planning, organization and participation in registration fairs, resource fairs, and other events that occur within Providence and in the community (including evening and weekend events).
• Distribute marketing materials throughout Calgary and surrounding area.
• Act as a liaison with community partners and stakeholders.
• Assist in the organization and facilitation of facility tours.
• Provide front office coverage as required.

Ideal Qualifications

• High School Diploma. Post-secondary secretarial courses would be considered an asset.
• Must have a minimum of two years’ related experience with intake administration.
• Must understand of the importance of early childhood development
• Adaptability, dependability and flexibility are required.
• Strong computer skills with good working knowledge of MS Office Suite (Excel, Word, Powerpoint, Outlook).
• Excellent communication skills, both verbal and written, with demonstrated organizational and interpersonal skills.
• Ability to take initiative, prioritize and multi-task.
• Able to handle multiple assignments, prioritize and manage projects effectively ensuring all tasks are achieved at any given time.
• Valid First Aid and CPR training.
• Valid Class 5 Driver’s license and personal vehicle.
• Able to travel between all school sites if required.

Providence is committed to fostering an equitable, diverse, and inclusive workplace. We welcome applications from all qualified candidates which includes but not limited to; visible minorities, Indigenous peoples, persons with disabilities and persons of any sexual orientation or gender identity.
Providence acknowledges that what we call Alberta is the traditional and ancestral territory of many peoples, presently subject to Treaties 6, 7, and 8 and the Six Regions of the Métis Nation of Alberta. We acknowledge the many First Nations, Métis and Inuit who have lived in and cared for these lands for generations. We make this acknowledgement as an act of reconciliation and gratitude to those whose territory we reside on or are visiting.