Job Description : Administrative & School Operations Coordinator

Reports To: Executive Director

Location: Acton Academy Calgary Central

Full-Time or Part-Time

Level 2/Level 3 ECE or Alberta Certified Teacher

Acton Academy Calgary Central is a growing learner-driven school serving Preschool-Grade 5 and expanding annually. We are seeking an Administrative & School Operations Coordinator who is highly organized, efficient, and capable of managing multiple operational priorities in a fast-paced school environment.

This role requires a strong sense of responsibility, accuracy, initiative, and follow-through. Candidates must be able to support administration, operations, compliance, communications, and child supervision with consistently high standards.

Acton's Culture & Expectations

Acton maintains a high-performance environment where staff are expected to demonstrate:

• Strong execution and accountability
• High organizational standards
• Clear, professional communication
• Efficient task management and prioritization
• Ability to work independently with minimal supervision
• Consistent, reliable follow-through

Candidates who value structured processes, operational excellence, and continuous improvement will excel in this role.

Position Overview

The Administrative Assistant & School Operations Coordinator supports school-wide operations, admissions, compliance, materials preparation, parent communication, and child supervision. The role requires accuracy, clear documentation, proactive problem-solving, and strong time management.

Full-time and part-time options are available.

Areas of Support:

1. Admissions & Enrollment Administration

• Respond to prospective family inquiries promptly and professionally
• Schedule tours, trial days, and follow-up meetings
• Manage application steps and track progress in TUIO
• Maintain accurate enrollment data and deadlines

2. Parent Communications

• Draft school updates, reminders, and notices
• Prepare newsletters and communication materials
• Maintain updated school calendars and parent information documents
• Manage photo day logistics and distribution of viewing links
• Handle general parent inquiries and triage messages appropriately

3. Marketing & Communications Support

• Support Acton Central's brand voice across platforms
• Create graphics in Canva for events, posts, newsletters, and promotions
• Maintain a posting calendar and organize photo content
• Assist with minor website updates, event promotions, and digital storytelling
• Collect visuals and messaging for major events (Giving Tuesday, Business Fair, etc.)

4. Compliance, Licensing, & Record Management

• Maintain student and staff files to meet Alberta licensing and Alberta Ed standards
• Ensure First Aid, CRC, immunizations, and ECE certifications are up to date
• Prepare for licensing visits and maintain compliance documentation
• Complete and file incident reports, supervision logs, and safety checklists
• Track ratios and ensure proper documentation
• File cleaning logs, health routines, and safety forms

5. Operations & Daily Logistics

• Coordinate logistics for field trips, events, permissions, and supplies
• Maintain inventory and ensure materials are restocked consistently
• Keep administrative and storage areas organized and functional
• Execute daily task lists for school readiness and closing routines

6. Classroom & Program Support

• Prepare materials (printing, laminating, assembling)
• Support setup for Quests, Exhibitions, and school events
• Provide break coverage for Guides as needed
• Supervise learners outdoors in all weather conditions from 3:00 - 3:30pm
• Provide after-care supervision from

3:30-4:30pm or 5:30pm

• Support operational demands during peak times

7. Event & Exhibition Coordination

• Manage RSVP forms, volunteer sign-ups, and communication
• Prepare event materials, signage, and displays
• Coordinate logistics for parent coffees, Open Houses, and school celebrations

8. Financial & Administrative Support

• Track tuition payments and follow up on overdue accounts
• Support grant documentation and donor communication templates
• Prepare administrative information for the bookkeeper

Skills & Competencies

• Strong proficiency in Canva, Microsoft Excel, Word, and PowerPoint
• Excellent written communication with a professional, concise tone
• Highly organized with exceptional attention to detail
• Strong time-management and ability to manage competing deadlines
• Proactive and able to anticipate operational needs
• Reliable, consistent, and able to maintain confidentiality
• Effective problem-solving skills and sound judgment

Qualifications

• Level 2 or Level 3 Early Childhood Educator certification, or Alberta Teacher Certification
• Bachelor's degree
• Experience in early learning or school settings is an asset
• First Aid/CPR certification (or willingness to obtain)
• Clear Criminal Record Check with Vulnerable Sector Search

Physical Requirements

• Ability to lift 20-30 lbs
• Ability to move between floor-level and standing positions
• Ability to supervise children indoors and outdoors in all seasons

Why Join Acton Academy Calgary Central?

• Staff discounts on tuition
• Beautiful, calm workspace in a small-school environment
• A mission-driven team that values kindness, autonomy, and continuous growth
• Opportunities to grow into expanded admin, operations, or educational roles
• The chance to help build a school that is changing the future of education in Calgary

How to Apply

If you are a highly organized, efficient, and responsible professional ready to contribute to a high-performance school environment and eager to learn and grow, we invite you to apply. Please submit your resume and a brief message outlining why this role aligns with your skills and experience. Applications are reviewed on a rolling basis.