Jr High and High School Office Administrator

STEM Collegiate Edmonton; Edmonton; On-site; CAD 42,000 - 54,000; Full time

Job summary

STEM Collegiate is seeking an organized Office Administrator to support the secondary school campus. You will provide administrative, clerical, and systems support for student information systems, scheduling, and office operations, reporting to the Assistant Principal.

Duties include coordinating meetings, managing correspondence, and maintaining accurate student and staff records in PowerSchool and other systems, while ensuring timely communications with families and staff in a fast-paced

Qualifications

• Minimum one-year related experience in a school office environment or completion of a recognized post-secondary certificate or diploma in office administration.
• Strong data entry and record-keeping abilities with attention to detail.
• Proficient with MS Office, Teams, and school information systems such as PowerSchool.

Responsibilities

• Coordinate schedules, meetings, appointments, and events with agendas and minutes.
• Serve as primary contact for students, families, staff, visitors, and partners.
• Manage incoming correspondence and distribute information timely.
• Perform data entry and maintenance in PowerSchool and PASI with accuracy.
• Maintain confidential student and staff records and support reporting requirements.

Skills

Time management

Organizational skills

Multitasking

Data entry

Verbal communication

Written communication

Interpersonal skills

MS Office

PowerSchool

Teams

Rycor

Records management

Education

Post-secondary certificate or diploma in office administration

Related experience in a school office environment

Tools

MS Office

Teams

PowerSchool

Rycor

Job description

Join Our Team at STEM Collegiate

STEM Collegiate is seeking a highly organized, professional, and dependable Office Administrator to support the daily operations of the school campus. The successful candidate will provide a wide range of administrative and clerical support to ensure the efficient and accurate functioning of office processes, student information systems, and organizational communications. This position reports to the Assistant Principal.

About Us

STEM Collegiate is a public charter school in Edmonton serving Grades 7-12. Our secondary school campus, located in Edmonton’s Southeast district, currently serves 325 students in Grades 7-9 and 200 students in Grades 10-12 and continues to grow as one of Alberta’s most in-demand STEM programs.

Our mission is to inspire the next generation to be knowledgeable creators, innovators, and responsible leaders. At the high school level, we combine rigorous academic programming with authentic STEM experiences, leadership development, and post-secondary pathways. Our Model of Instruction blends direct teaching and guided inquiry within a strong culture grounded in Character, Collaboration, and Curiosity.

STEM Collegiate Junior and Senior High School is a fast-paced, high-expectations environment where staff and students thrive through shared purpose, innovation, and professional trust.

Did You Know?

• Charter schools are 100% public. STEM Collegiate receives the same per-pupil government funding as all public schools in Alberta.
• There is no tuition. Aside from standard instructional fees common to public schools, there is no cost to attend STEM Collegiate.
• Students are admitted by lottery. Our learners represent a wide range of academic strengths and social-emotional needs.
• Families are highly engaged. Our community intentionally chooses STEM Collegiate, resulting in motivated students and strong home-school partnerships.
• Teachers are public educators. Staff are paid on a grid comparable to EPSB, contribute to the Alberta Teachers' Retirement Fund (ATRF), and work under the Alberta Teaching Quality Standard.
• Innovation is built in. As a charter school, STEM Collegiate is designed to pilot forward-thinking practices that strengthen public education across Alberta.

Join us and help shape a thriving secondary school program where excellence, innovation, and collaboration are the norm - and where students and staff are supported to do their best work.

Position Information

The purpose of this position is to provide comprehensive administrative, clerical, and operational support to the secondary school campus while contributing to broader organizational processes and initiatives. This individual serves as a key administrative resource for students, staff, parents, and school leadership, ensuring the efficient management of records, communications, student information systems, scheduling, and office operations.

• Hours of work : 37.5 hours/week, 12-month employee (paid annual vacation days will coincide with days during the Fall, Winter and Spring breaks)
• Anticipated Start Date : Negotiable

Responsibilities

Administrative and Organizational Support

• Coordinate schedules, meetings, appointments, and events, including the preparation of agendas, supporting documents, and meeting minutes as required.
• Serve as a primary point of contact for students, families, staff, visitors, and external partners, responding to inquiries professionally and effectively.
• Manage incoming correspondence and communications, ensuring timely follow-up and appropriate distribution of information.

Records Management and Information Systems

• Perform data entry, verification, and maintenance within PowerSchool, PASI, and other administrative systems with a high degree of accuracy.
• Assist with student registration, enrollment, attendance documentation, and administrative reporting requirements.
• Maintain accurate, confidential, and up-to-date student, staff, and school records in accordance with organizational procedures and legislative requirements.
• Support records management processes, including document retention, organization, retrieval, and archiving.

Communications and Reporting

• Prepare, proofread, format, and distribute professional correspondence, reports, spreadsheets, presentations, and other administrative documents.
• Support communication and information flow between campus staff, school leadership, and families.
• Compile, verify, and organize information required for operational, administrative, and ministry reporting activities.
• Maintain administrative databases, contact lists, and communication records to support organizational effectiveness.

Operational Coordination

• Coordinate administrative processes related to student services, transportation, guest teacher support, and other campus operations.
• Assist with the planning and coordination of school events, staff functions, and organizational initiatives.
• Provide transportation administration support, including communication and coordination with parents and transportation providers regarding student transportation services.

Demonstrated Skills and Competencies

The successful candidate for this position demonstrates:

• Positive and kind contact for our student, parent, and staff populations.
• Demonstrates a strong work ethic and commitment to the school’s culture of excellence, willingly contributing where needed to support students, staff, and overall operations.
• Professionalism, tact, courtesy and diplomacy skills, ability to deal with sensitive and discretionary matters and maintain strict confidentiality.
• Very good time management, prioritization, multitasking and organizational skills.
• Confidently and respectfully advocates for self and others while maintaining strong working relationships.
• Trustworthiness, integrity, dependability, and reliability.
• Self-motivated and driven, with the ability to quickly learn and adapt in a fast-paced environment.
• Strong data entry skills with an emphasis on accuracy.
• Knowledge of office / records management.
• Ability to use computer applications such as MS Office, Teams, PowerSchool.
• Experience using Rycor is considered an asset.
• Strong verbal and listening communication skills, combined with good written communication skills and very good interpersonal skills.

Education and Experience

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